Success story –  PNO Media pension fund

Documents from all sources in one digital sustainable file

Xtendis is equipped with various import processes at PNO Media. As a result, documents from all sources are recorded together in one digital sustainable file. These include:

• Pension statements from the pension administration.
• Annual statements and benefit statements from the benefits administration.
• Invoices from the financial administration.
• Documents uploaded via portals.
• Incoming and outgoing emails.
• Incoming and outgoing correspondence.

Xtendis was integrated immediately upon commissioning with PNO Media's primary system, which manages all customer data. Because of this integration, documents and files with various relationship characteristics can be searched within Xtendis without being managed by Xtendis. As a result, Xtendis always uses up-to-date data. Conversely, from a link with the primary system, it is possible to retrieve and view the file from Xtendis directly.

Because Xtendis combines and shares information from different systems, it is the spider in the web within PNO Media's information landscape. Thanks to the integrations, documents from the financial administration, for example, can also be accessed from the pension administration.

Links to primary systems and portals

In addition to linking to PNO Media's primary system, Xtendis is also linked to the portals for participants and employers. Participants can view and download documents from the archives on the portals. Within Xtendis, zone security determines which documents are and are not visible on the portals. A similar link is available between the Employer Portal and the Employer Archive within Xtendis. Here, for example, premium notes and specifications are managed.

Smart document management: from capturing to processing

Documents are captured at the source by PNO Media as much as possible. This means that as soon as a document is created or arrives, it is immediately stored in the relevant archive within Xtendis. This ensures that archives and files are always fully up-to-date.

Documents are presented from their archives to teams and employees for processing. This uses Xtendis' workflow functionality. Current status, handler, and audit trail are visible at any time, for each document.

Workload management and reporting

In addition to the employees of the pension helpdesk, those of the Finance, Control and Risk department also use Xtendis. For this department, Xtendis' workload management was of particular interest. The Xtendis Workflow provides up-to-date overviews of the number of open mutations per category. Various KPIs can also be measured, such as the processing times of the various processes.

WoodWing Xtendis: the DMS in pension land

PNO Media is an example of how pension funds and administration organizations use Xtendis to set up and implement their document management strategy. In addition to the benefits mentioned earlier, the greatest added value is that the entire communication with participants and employees runs through Xtendis and the portals. This not only saves an enormous amount of time, paper, and worry, but also demonstrably reduces the risk of data leaks.