Document Management System for Banks and Lenders in Kenya
Loan files, KYC documents and account opening forms are the paperwork your business runs on. Our EDMS keeps them in one secure system, moves them from branch to head office in minutes and gives you a clean audit trail when the Central Bank or your auditors ask.
Built for lenders
- Loan files from branch to approvalNo couriers, no WhatsApp, no printing.
- KYC filed under each customerID, KRA PIN and proof of address together.
- Seven-year retention, locked recordsSet by document type, with legal hold.
- Audit trail for every fileReady for inspections in minutes.
Where paper slows lenders down
- Loan applications wait at the branch, then travel to head office by courier, email or WhatsApp.
- Credit officers ask customers for the same ID copy twice because the first one cannot be found.
- Files are photocopied for every department, so no one is sure which copy is current.
- An audit request means days of pulling boxes from storage.
- Anti-money laundering rules require customer and transaction records to be kept for at least seven years, and paper makes that expensive.
What our EDMS does for banks and lenders
Digital loan files
The branch scans or fills in the application once. The system files it under the customer number, sends it to credit review, collects approvals and signatures, and notifies the branch of the decision. Every step is time-stamped.
KYC and account opening
National ID, KRA PIN certificate, passport photo and proof of address are filed together under each customer. Saved views help your team spot incomplete files before an auditor does.
Branch-level access
Each branch sees its own customers. Credit, risk and head office see what their role allows. Two-step sign-in protects every account.
Retention and locked records
Set retention periods by document type, seven years or longer, and store final records in write-once storage that cannot be edited or deleted. Legal hold stops disposal during a dispute.
Audit trail for inspections
Every view, change, download and approval is logged with the user and time. Pull a report for the Central Bank, internal audit or a Data Protection Act request in minutes.
Safe sharing with third parties
Redact ID and KRA PIN numbers before sending a file to a valuer, lawyer or insurer, and share through a link with an expiry date instead of an email attachment.
Links to your core system
The system connects to core banking and loan management systems through its open API and webhooks, so documents follow the customer record.
MyCredit Limited
MyCredit is a Kenyan lender with a branch network. We replaced paper loan files with a cloud document system. Applications are captured at the branch, reviewed, approved and signed digitally at head office, and filed automatically under each customer, with a full audit trail.
Victoria Commercial Bank
Records consultation, daily scanning at the front office and digital approvals.
See all our projects →Workflows we set up for lenders
- Loan origination, from branch to credit committee
- Account opening and KYC checks
- Credit committee and board papers
- Supplier invoices and purchase orders
- Staff files and leave approvals
Questions from banks and lenders
Can loan officers upload documents from the field?
Yes. The system works on any phone browser and can be added to the home screen like an app. Officers photograph or upload documents and they go straight into the right file.
Will it work with our core banking system?
In most cases, yes. The system has an open API and webhooks. We scope the connection with your IT team during the assessment.
How long should we keep customer records?
Kenya's anti-money laundering regulations set a minimum of seven years from the end of the relationship or transaction. Some documents need longer. The system lets you set a different period for each document type.
Can you scan our existing loan files?
Yes. We scan backlogs on your premises and index each file by customer number. See our bulk scanning service.
Also read: document management for SACCOs.
Talk to us about your bank's documents
Book a free demo and we will show you a loan file moving from branch to approval in our EDMS.