Microsoft Server Product PortfolioCustomer Solution Case Study

S-Drive’ is a Cloud-based document management system

That is re-defining the way banks work in the smart age!

OverviewCountry or Region: KoreaIndustry: FinancialCustomer ProfileShinhan Bank is a commercial bank that was established in July 1982. It was transformed into Shinhan Financial Group in September 2001, subsequently becoming one of the largest banks in Korea after its merger with Chohung Bank.Business SituationTo improve the way it works, Shinhan Bank implemented a paperless conference system, a project it initiated with the mobilization of key internal systems. Following this, it put in place its S-Drive system, which is its internal document management system.SolutionThe S-Drive system is a private cloud-based document management system which is based on SharePoint Server, making it possible to freely upload and share documents through the web or Windows Explorer.Benefits Opening the age of real-time

documents Turning shared documents into assets Triple impenetrable security systems Reinforcing the guarantee of personal

work continuity

“Through S-Drive, Shinhan Bank’s document management system based on SharePoint Server, our organization is re-defining the concept of documents and sharing. It is no longer necessary to collect various opinions and documents and organize them. Instead, as several people work on a shared document at the same time, and the versions are managed in real time, current changes can be reflected in the documents and shared simply and instantly”

Bong-Gyu Lee, Head of the IT Planning Team of Shinhan Bank

Shinhan Bank’s ethos for achieving innovation in business culture is best summed up in its motto, ‘innovation of the way we work.’ To realize this motto, Shinhan Bank is unstinting in its investment around the implementation of a smart work environment. Starting in 2010, Shinhan Bank has mobilized key business systems and transferred to a paperless conference system. In 2012, the bank embarked on the project to put the finishing touches to its smart work strategy, i.e. by putting in place its document management system. Shinhan Bank’s document management system, dubbed S-Drive, is a completely different concept from traditional document centralization. Shinhan Bank thought that the traditional document management method, which focused on security and control, was ultimately incompatible with the new smart work culture with its emphasis on autonomy and participation. The bank configured a highly flexible document sharing and collaboration platform so that non-specialist users would be able to use S-Drive every day without difficulty and without requiring additional training. As it was designed with these considerations in mind, S-Drive was able to be quickly become part and parcel of users’ daily routine. Shinhan Bank soon found it was able to place all documentation relevant to its organization in a single container and without necessitating a special change in its management activity. What’s more, S-Drive has enabled various communication and collaboration activities to be handled in a single location, including document collection, modification, viewing, sharing and history management. Such benefits have helped Shinhan Bank significantly enhance the overall efficiency of its document creation, sharing and storage processes.

Situation Shinhan Bank presented its direction for

effective document management systems in the smart age with S-Drive, an environment for cloud-based document sharing and collaboration. S-Drive reflects the priorities Shinhan Bank established regarding what aspects it saw as necessary to change in the working environment, method and culture to achieve a smart way of working. In fact, a cloud-based sharing and collaboration solution was not its initial pick. Instead, the company reviewed all possible technical scenarios, including the cloud. As the bank tried to propel sharing and collaboration as the driving forces behind updating the corporate culture and constitution, rather than simply as reflections of work guidelines or procedures, it had to take care in selecting the solution.

In examining all the various alternatives, Shinhan Bank decided to choose between the document management system and desktop virtualization. Given that security in the financial industry must be based on the core premises of sharing and collaboration, document management system and desktop virtualization were the best choices it faced in the creation of a smart workplace. Of the two choices, Shinhan Bank went with the document management system. Though, desktop virtualization is a good choice when the smart workplace is only for users in the main office, its cost quickly become exorbitant when enabling users in all branches around the country to freely share documents and collaborate. By contrast, the document management system supports sharing and collaboration while maintaining a high level of security, and was found to be less costly in supporting users.

Having decided to go with the document management system, Shinhan Bank began to select the solution it would implement. It established internal standards in consideration of security regulations and policies, and was thus able to whittle down the list of solution candidates to those meeting these standards. Finally, it was faced with a choice between

Microsoft SharePoint Server and EMC Documentum. After deciding on the candidates, Shinhan Bank examined the cases of a few companies that are regarded as the representative examples in Korea related to document management. It reviewed not only the functions of the solutions, but also what actually happened in those companies when they implemented the solutions. Having looked into the differences between the kinds of smart work environments, functionalities and features the two solutions had already achieved in this field, Shinhan Bank saw a clear winner emerge: SharePoint Server.

The case study researched it carried out on actual usage examples enabled the bank to realize that the atmosphere was very different between companies using SharePoint Server and companies using Documentum. The commonality among most of the companies that adopted SharePoint Server was that they were enhancing productivity through sharing and collaboration based on autonomy. In contrast, companies using Documentum were paying much attention to the procedures related to registration and sharing concerning complex documentation and the establishment of policies. In studying how the solutions were used in practice, Shinhan Bank soon realized that Documentum aims to manage the documents themselves. It presents a way to manage documents throughout their lifecycle, from generation through storage to scrapping, but it was relative weaker in terms of considerations for collaborate.

Nevertheless, Shinhan Bank did not see a difference in terms of functionality from SharePoint Server relative to Documentum when it comes to managing the lifecycle of documents and control. Yet, when it comes to considerations for users, the bank realized that SharePoint and Documentum were like chalk and cheese. As Microsoft makes Office, it has the know-how of what users are actually doing with documents and what they want in relation to sharing and collaboration. This deep insight and understanding of actual documents and user needs in making and

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handling them are reflected and fully integrated in SharePoint Server. “What we wanted was to enable everyone to easily view documents necessary for their jobs,” said Bong-Gyu Lee, head of the IT Planning Team of Shinhan Bank. “Our main concern was to enhance the productivity of our employees, rather than management and control of documents. So the flexibility of SharePoint Server and its connectivity to Office, which is used as a major document creation tool, were strong plus points.”

SolutionIn April 2012, Shinhan Bank began to

develop a document management system named S-Drive together with Microsoft Korea. The goal of S-Drive was no different than that of an ordinary document management system. Shinhan Bank aimed to centralize documents, establish a management system, and implement the 3As (Anywhere, Anytime, Any Device). Shinhan Bank wanted users to view S-Drive as an easy-to-use system. SSO (Single Sine On) support is used by default, and the bank wanted it to be regarded as a service that will make it possible to conveniently upload and download files from users’ own PCs without having to follow a set procedure. At first sight, this doesn’t seem to be something out of the ordinary, but its implementation was, and then some. There were many problems that had to be taken care of from a systems viewpoint. In the financial industry, various security tool agents are installed on each PC, including DRM (Digital Right Management) solutions for document security, and portable storage media security solutions like those carried on USB stick to prevent document leaks. Accordingly, to be able to freely upload and download documents on personal PCs to and from the central document management system, there are many things to take care of in advance from a security standpoint, e.g. a review of compatibility and connectivity. Shinhan Bank spent a great deal of time to make its S-Drive convenient-to-use for users

while maintaining the existing document security system.At the same time, to ensure user

convenience, Shinhan Bank made S-Drive usable not only through web pages, but also made it accessible via Windows Explorer. Furthermore, it refrained from imposing any rules regarding document registration or sharing. Individual departments were thus empowered to freely share documents.In the process of developing S-Drive,

Shinhan Bank put in place appropriate means for enforcement and control. To such an extent that would not impact on the autonomy and convenience of users, the bank wanted to draw up a minimum control line. It thought that, in order to turn the knowledge in users’ PCs into assets of the organization, it needed to prevent PCs from storing documents in the first place. It was an inevitable decision to draw out the tacit knowledge scattered around in the heads of individuals and the hard disks of PCs into the explicit knowledge of the organization, precisely through a shared documents folder.Technologically, there is no difficulty in preventing users from storing documents on their PCs. However, it is not easy to do so from the viewpoint of organizational management. When Shinhan Bank announced the launch of S-Drive, it knew that it would be faced with an immediate backlash from users worried about no longer being able to store documents on their PCs. As a compromise to reduce the complaints of users, Shinhan Bank decided to allow users to store up to 500MB per PC. Thanks to these diverse considerations, S-Drive is embedding nicely within organizational work processes. One of the reasons why users feel comfortable about S-Drive is that Shinhan Bank allowed users to do as they used to do, instead of forcing through changes to old habits overnight. “S-Drive is so user-friendly, it’s just like the easy-to-use web hard typically found in Korea that manages authorities well,” said Bong-Gyu Lee about this. “If no document is uploaded to S-Drive, users soon realize they can’t work properly

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with others. As such, users are quickly learning the utility of document centralization for themselves.”

Benefits

Opening the age of real-time documentsLike other organizations, Shinhan Bank

thought of business documents as static records containing past data and opinions. However, the bank has quickly learned through its new solution that users start to contain real-time data in documents while communicating with each other. Rather than looking on the numerous versions created until the final version as the repetition of simple modifications, Shinhan Bank has come to realize that it is in fact a process of collaboration, reflecting present changes and updates. S-Drive is connecting the bank’s insight into documents and sharing to business innovation. “Through S-Drive, Shinhan Bank’s document management system based on SharePoint Server, our organization is re-defining the concept of documents and sharing,” said Bong-Gyu Lee about this. “It is no longer necessary to collect various opinions and documents and organize them. Instead, as several people work on a shared document at the same time, and the versions are managed in real time, current changes can be reflected in the documents and shared simply and instantly.”

Turning shared documents into assetsThe first change users of S-Drive noticed was

that the documents seemed to become one. It became clear that the knowledge of the organization would always be retained, regardless of changes in personnel. Indeed, staff shuffling happens quite often in banks. If people are appointed to geographically distant places, they have to hand over the PCs to their successors, and receive new PCs in their new places of work. Important data will be backed up before handover, but in this process documents that must remain as intellectual properties of the organization are sometimes not transferred. S-Drive helps keep

such knowledge present, rather than letting it disappear as before without a trace. After the opening of S-Drive, Shinhan Bank is making explicit the pieces of tacit knowledge that were once scattered on personal desktop computers. The bank is witnessing tacit knowledge be articulated, stored, shared and used as explicit knowledge, part of what it sees as its smart workplace.

Triple impenetrable security systems With large-scale cyber terrorist attacks

happening in quick succession, the security level required by the financial industry is constantly rising. Shinhan Bank implemented a PC terminal security system at a level higher than that desired by the authorities concerned. Shinhan Bank operates Active Directory infrastructure to control user authority for PC terminals. The bank prevented unauthorized users’ access or the penetration of worms through external sites by separating its internal and external networks. As S-Drive added to this security system, Shinhan Bank was able to thoroughly prevent documents containing various kinds of sensitive information from being leaked externally. SharePoint Server’s management function can be easily linked to the powerful user authority settings of the Active Directory, making it able to protect investments in existing security infrastructure and, moreover, enhance the security level of documents.

Reinforcing the guarantee of personal work continuityShinhan Bank believes that S-Drive is also

contributing to the guarantee of personal work continuity. What if a cyber-terrorist attack on PCs destroys all the documents they hold? It would take at least a few days before the targeted PC would be able to work normally again. With S-Drive, employees no longer face such concerns. As Bong-Gyu Lee says, “Unlike servers in which a great deal of investments are made for the sake of recovery from disasters, PCs are not typically backed up. So if data is deleted, there is no way to restore sensitive business documents.

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However, if you have the document management system, it’s a completely different story. Even if the PC is attacked, valuable business documents can be protected safely.”

Microsoft Server Product PortfolioFor more information about Microsoft Server Product, go to:www.microsoft.com/servers

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For More InformationFor more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers in the United States and Canada who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:www.microsoft.com

For more information about Shinhan Bank, visit the website at:www.shinhan.com

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

Document published July 2013

Software and Services Microsoft SharePoint Server 2010

− Microsoft Office 2007