1.55 Lakh Loan Files Digitised Across 360 Branches — NHB-Regulated Housing Finance Company
A fast-growing NHB-regulated housing finance company with ₹10,550 Cr AUM transformed over 1 lakh physical loan files into a fully digital, branch-accessible, audit-ready document management system — 15.5 lakh documents, 8.7 TB — on-premise with ERP integration and controlled auditor access.
Customer Profile
| Sector | Housing Finance / NBFC — NHB Regulated |
| Regulatory body | National Housing Bank (NHB) |
| AUM | ₹10,550 Cr |
| Active loan accounts | ~1.55 lakh |
| ShareDocs users | 5,498 named users |
| Branches | 360+ across 18 states |
| Deployment | On-Premise (Customer DC + DR site) |
| Integration | Core banking ERP (loan account sync), controlled auditor access portal |
| Volume managed | 15.5 lakh documents, 3.5 crore pages, 8.7 TB |
The Challenge & Solution
Before ShareDocs
- ✗1.55 lakh physical loan files stored across 360 branches — no centralised access
- ✗Retrieving a specific document required physical file retrieval from the branch — days or weeks
- ✗NHB audit requests required manual retrieval of physical files from multiple locations
- ✗Risk of document loss, damage or misfiling — no backup for physical records
- ✗Auditors given direct access to branch storage — no governance or access control
Solution Deployed
- ✓All physical files scanned, indexed by loan account number, and uploaded to ShareDocs
- ✓Document Sets architecture — every document linked to its loan account record
- ✓LAN naming convention applied — consistent document naming across all 360 branches
- ✓ERP integration — loan account numbers sync from core banking to ShareDocs
- ✓Controlled auditor access — auditors log in via a dedicated portal with scoped, read-only access
Key Results
Before vs. After ShareDocs
| Dimension | Before | After ShareDocs |
|---|---|---|
| Loan file access | Physical retrieval from branch — days to weeks | Any document searchable by account number in seconds |
| NHB audit preparation | Manual file retrieval from multiple locations | Auditor logs into scoped portal — instant document access |
| Document security | Physical files — risk of loss, damage, misfiling | Encrypted digital storage with access control |
| Auditor access governance | Direct access to branch storage — no tracking | Controlled portal — every access logged |
| Disaster recovery | No backup for physical loan files | Replicated storage across DC and DR site |
| Branch coordination | Phone/email requests for specific documents | Direct self-serve search from any authorised terminal |
| Document naming | Ad-hoc naming — no standard across branches | LAN naming convention applied — consistent across all 360 branches |
| ERP integration | Manual cross-referencing of loan accounts | Loan account numbers synced from core banking automatically |
| Scale | 360 branches, no consistent system | 5,498 users, 15.5 lakh documents, 8.7 TB on one platform |
Related Solutions
Frequently asked questions
How does ShareDocs handle loan file document management for an HFC?
ShareDocs Enterpriser organises loan files using Document Sets — a feature that links all documents associated with a single loan account (application form, KYC, property documents, disbursement letters, repayment schedules, insurance policies) into one retrievable record. Each document is indexed by loan account number, borrower name, property reference, and document type — making retrieval instant from any branch terminal.
How does controlled auditor access work for NHB audits?
ShareDocs provides a controlled access portal for auditors — a scoped, read-only login that restricts the auditor to only the accounts and document types relevant to their audit mandate. Every document viewed, downloaded, or printed by an auditor is logged with timestamp and user identity. NHB and internal auditors can complete their reviews without accessing the live operational system.
What is the Document Set architecture in ShareDocs Enterpriser?
A Document Set is ShareDocs' method of organising related documents into a single logical record — in this case, a loan file. Rather than individual documents stored independently, all 20–40 documents associated with a single loan account are linked to that account's Document Set. When a user opens the loan account record, every associated document is visible, versioned, and retrievable in one place.
How is physical document digitisation handled for large-scale HFC deployments?
For the HFC deployment, HridayamSoft managed the complete digitisation project — scanning over 3.5 crore pages across 360 branches, applying the LAN naming convention for consistent document naming, and uploading all documents to ShareDocs with metadata tagging by loan account number, document type, and branch. The project was executed in phases by location, with quality checks at each stage.
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