Content Management Solution from MSI Transforms Paper Management Burdens into a Springboard for Bridges Investment Counsel, Inc.

For many CEOs, the obligations for regulatory compliance can seem to be overwhelming. Large allocations and sacrifices of time and assets seem to be unavoidable. But it doesn't have to be that way. In reality, compliance pressures provide corporate executives a golden opportunity to introduce fresh perspective, new ideas and modernized systems that help get their businesses running more efficiently.

The leap to compliance was a very challenging one for President Edson L. Bridges, II of Bridges Investment Counsel, Inc. Information technology services partner MSI Systems Integrators (MSI) helped identify options and define a technology roadmap for Mr. Bridges' transition, not only preparing the firm for stricter SEC requirements on down the road, but establishing a springboard for a much more productive, efficient, robust business.

Founded in 1945, Bridges was Omaha, Nebraska's first full-service investment management firm. Today clients include high net-worth individuals, corporate retirement plans and charitable organizations. The firm relies on an experienced investment team averaging over 20 years of experience in the industry. This tenure, coupled with a very low turnover rate of both clients and employees, are what make stability a hallmark of Bridges.

"We are headed in the right direction to secure the capture, recovery and maintenance of our business records." - Edson L. Bridges, II
President
Bridges Investment Counsel, Inc.

The Challenges

Bridges recognized the need to update his company's document management and record keeping capabilities about 10 years ago, around the same time he began transitioning management to his son and other leaders. While Sarbannes-Oxley (SOX) was a foreign concept at that time, Bridges expressed the importance of maintaining an adequate internal control structure and reporting system. He knew that soon, federal regulators would expect nothing short of consistent, fast access to records and reports-something that is nearly impossible to pull off without automation. Today SOX regulations have come into play with at least four registrants operated by and through the Bridges Investment Counsel.

Until just a few years ago, Bridges was relying solely on a 30-year-old, paper-based filing and taxonomy system. Its accounting and portfolio management functions ran on a number of IBM midrange systems. While Bridges was performing well within this structure, it was time to enter the digital world.

The company approached MSI in 2003 with three main problem areas: documents, records and knowledge transfer. Each morning the staff spent one hour plowing through and distributing an overnight delivery of reports that stacked 12 inches tall before they could begin their work. Records only existed in hard copy. And much of the best practices-experience, processes and customer data-were stored primarily in the brains and personal notes of the president and key portfolio managers. Over 200 different types of documents and content resided across various media. Automation was the only option if Bridges wanted to achieve compliance and maintain its level of service to clients.

The MSI Solution

Bridges engaged MSI to plan, define and implement the automation and integration of corporate knowledge and content with other corporate systems. MSI created a detailed design for an electronic filing system-the customer's first filing system change in over 30 years. The team found a creative way to bring an immediate financial return to Bridges by first installing IBM DB2 Content Manager OnDemand, a corporate electronic reporting and archiving solution that enables instant access to computer output documents. Switching to digital reports through OnDemand eliminated the need for human hands to process daily paper-based reports, which instantly gave the staff a one-hour jump on the markets and the competition every day.

The wider-lensed portion of MSI's solution involved a long-term content management vision document and multiphase delivery of various content management solutions, including IBM DB2 Content Manager, Content Manager Web Enablement Kit, OnDemand Web Enablement Kit, upgrades of the client's IBM iSeries™ and Windows ™ servers and complementary third-party products.

MSI next proposed DB2 Content Manager because it gave Bridges a cost-effective way to manage and integrate its jungle of information, including scanned images, audio, video and information from a myriad of sources. MSI installed scanners for desktop capture and DB2 Content Manager running under the client's iSeries. Next, the team added desktop and Web-based content and audio files used in Bridges' Research department. Finally, a mailbox manager was installed to archive email using the classifications associated with content management processes.

The Benefits

Each month the scanned images of more than 50,000 pages now flow automatically to client folders and associated accounting records. Further, almost half of the legacy paper filing related to customer record keeping has been digitized, freeing up valuable resources for other purposes.

MSI's solution streamlines and accelerates business processes composed of previously manual tasks. The sophisticated programming and automation of these tasks across the enterprise has enabled retrieval of information for accessibility, accuracy and immediate availability for SOX compliance while increasing employee productivity, reducing personnel required for filing and record keeping, and securing Bridges' long-term viability and quality of service through improved internal and external communications.

"From a small nucleus of five to seven people, now well over half of the staff of 25 persons use some portion of the automated tools," Bridges' president said. "As this automation continues to permeate the businesses, I believe we will reap increasing benefits brought on by process changes and immediate availability of corporate records and communications among our analysts, and among the entire staff. We are headed in the right direction to secure the future success of our business."

For additional information on how MSI Systems Integrators can help your organization, contact us at 800.640.4674 or visit our Web site at www.msiinet.com.