A Document Management System that Saves Octopus Investments £400K a Year
Overview
Our client is a large investment company based in London. Virtually every facet of their operations has to be backed up with contracts, letters, or documents. Manual management of this task is not only exceedingly arduous but also financially burdensome. To tackle this issue, Euristiq engineers collaborated with the client to devise an automated document management software tailored to their internal systems, delivered through our cloud development services.
The solution uses the company’s internal services, aggregating data from different sources and composing variously structured letters, documents, and even brochures. Because the data is highly sensitive — private financial information spanning finance, property, healthcare, renewable energy, and charity projects — the build demanded special attention to security from day one.
Estimated annual savings from automated document management
Business domains automated — finance, property, healthcare, renewable energy, charity
Time for the Euristiq team to integrate and start delivering results
About the legacy document
workflow Euristiq modernized
Manual document creation across departments
Letters, contracts, and brochures were assembled by hand, department by department, with no shared system pulling data from a single source of truth.
Highly sensitive financial data
Every document carries private financial information, so any new system had to meet a high security bar from the first line of code.
No cloud accessibility
Generated documents lived locally or in email threads, making them hard to retrieve, share securely, or hand off to third parties like print vendors.
Scaling pressure across five business lines
As the client’s project count grew, the manual process couldn’t keep pace with the volume or the variety of documents required.
What is a cloud-based document management system?
How we applied our 4D approach
A cloud-native document
generation platform, built to scale
Digitalizing document workflows for an investment company
In just two weeks, Euristiq engineers started delivering results while simultaneously supporting two other projects for this client. Together with the client’s team, we co-created a cloud-based document management system that generates request and response letters automatically, removing laborious manual work and speeding up information sharing across finance, property, healthcare, renewable energy, and charity projects. Storing documents in the cloud also helps prevent fraud and drives meaningful cost savings in document management overhead.
A high-concurrency, scalable server architecture
The cloud DMS runs on a fully designed server architecture built by Euristiq engineers. Generated documents are stored in the cloud and accessible to authorized users at any time for sending, printing, or review — including the client’s printing partner, which can pull only the documents it’s authorized to view from a dedicated folder. Following best practices, we implemented a reliable, highly scalable, and maintainable architecture based on widely used event-sourcing and event-streaming patterns.
Automated generation of sensitive financial documents
Financial and investment companies need to respond quickly to market shifts, and automated document generation is a valuable asset in doing so. The system pulls data from internal company services to compose differently structured letters, documents, and even brochures. Given the sensitivity of the underlying data, the software incorporates enhanced security measures throughout — from access scoping to encrypted storage.
£400K+ a year back, and
a system built to keep scaling
£400K+ saved annually
This digital transformation is estimated to save the organization more than £400,000 a year in document management costs.
Manual document generation eliminated
Automated document generation replaced hand-assembled letters, contracts, and brochures across five business lines.
Fraud prevention, in production
The cloud-based DMS is deployed and actively used in production, with scoped access preventing fraud and unauthorized document exposure.
How much can automating document
management save a financial services company?
Modernizing legacy document workflows
for a fintech or investment firm?
FAQ
What is a cloud-based document management system?
A cloud-based document management system (DMS) generates, stores, and secures business documents on cloud infrastructure instead of on-premise servers or manual files. It pulls data from internal services, assembles structured letters, contracts, or reports automatically, and makes them accessible to authorized users from anywhere. For financial companies handling sensitive data, a cloud DMS also adds audit trails, access controls, and encryption that manual or on-premise systems typically lack.
How much can automating document management save a financial services company?
Savings depend on document volume and how manual the prior process was, but they are substantial for firms with heavy paperwork. In this case, Euristiq’s cloud document management system is estimated to save Octopus Investments more than £400,000 a year by eliminating manual document creation across five business lines — finance, property, healthcare, renewable energy, and charity — and cutting the staff time previously spent assembling letters and contracts by hand.
What is legacy document management modernization?
Legacy document management modernization is the process of replacing manual or on-premise document handling — paper files, shared drives, or outdated internal tools — with an automated, cloud-based system. It typically involves re-architecting how documents are generated, stored, and secured, migrating existing workflows to event-driven cloud infrastructure, and building in the compliance and security controls that regulated industries like financial services require.
Recent cases
Modernizing Investment Portfolio Management Software for £12.9B in Assets
Next-Gen Document Verification Service
