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Case study: Genomics England

Case study: Genomics England

Taking Managed File Transfer to another level to secure genome data for vital research

Genomics England needed to speed up their complex approval system, enabling researchers to carry out ground breaking medical research within strict security protocols. They knew automation via Managed File Transfer (MFT) could be the answer. With requirements well beyond the scope of standard MFT, they turned to Pro2col for help.

Background

​ Owned by the Department of Health, Genomics England was set up to deliver the 100,000 Genomes Project. This flagship initiative sequenced over 100,000 whole genomes from NHS patients with rare diseases and their families, as well as patients with qualifying cancers. The primary aim was to establish the use of whole genome sequencing in routine healthcare within the NHS. The resulting dataset enables new scientific discovery and insights, whilst kick-starting the UK genomics industry.

Genomics England holds genomic and clinical data in a tightly controlled research environment, which authorised analysts and researchers can access for their research. The data is anonymised, but there are still extremely tight consent models to ensure absolute security and integrity at all times.

A unique requirement

Genomics England previously used a manual File Transfer Protocol (FTP) process. The team would airlock incoming requests whilst they were checked and verified, then gather additional information via email from the end user. Once approved, they’d notify the infrastructure team to transfer the files into the designated environment.

“We needed to bring as much automation in as possible in order to reduce the wait time for the researchers and create more of a self-serve system,” states Genomics England’s Research Environment Project Manager, Andy Paynton. “However, this had to be measured against an absolute necessity for any process to remain secure and in complete compliance with our strict approval and airlock policies. It also needed to be totally auditable and allow us to maintain a record of everything being transferred in and out of the research environment.”

Solution comparison tool

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MFT transforms mortgage application process

MFT transforms mortgage application process

How a mortgage provider used Managed File Transfer (MFT) to simplify review & acceptance of an application

MFT transforms mortgage application process

How a mortgage provider used Managed File Transfer (MFT) to simplify review & acceptance of an application

 

This use case explains how a mortgage provider used Managed File Transfer (MFT) to simplify the review and acceptance of an application. MFT completely transformed this complex process, using automation, streamlined security and more user-friendly steps for the applicant and solicitors.

 

 

A lengthy and complex mortgage application process

Previously, after a fact-find with a mortgage adviser, the completed documents would be zipped up, password protected and emailed to the applicant. The applicant would need to call in to be told the password, then would print, sign and return the form, along with proof of ID, details of income and other documents.

The mortgage adviser would receive it and then send it on to the underwriter to be approved or declined.

Once the underwriter had approved the offer, they generated an offer document, which was stored on an internal system.

Another member of staff would need to download the offer from that system, create a zip file, password protect it and then email it to the applicant and their solicitor. Both would need to call the company to get the password to access the offer document.

 

Streamlining the process with MFT

Using MFT’s secure email functionality, secure online forms, automated workflows and secure folders, the IT team were able to completely transform this complex process.

  • After the initial fact find, the mortgage advisor now emails the documentation directly to the applicant easily and securely, using MFT’s secure email functionality.
  • The applicant e-signs the form.
  • The email contains a unique link to a secure online form on the company website, where they upload and submit their signed form and other documents (proof of ID, income etc).
  • These documents then enter an automated workflow to be scanned for viruses and then moved to the correct folder on the network.
  • The underwriter receives an email notification, so they can review the files and accept or decline the application.
  • Once manually approved, the workflow continues, generating an offer document and transferring it to a secure folder, which can be accessed by the applicant and their solicitor.

This process saves time, reduces the complex steps and is far more customer-friendly. The mortgage advisor spends less time on manual processing and has more time to add value to applicants. The underwriter can review more applications more quickly, enabling the business to become much more efficient.

If you would like to find out whether MFT is the right solution for your business, see our online guide to MFT. This includes links to a range of free downloadable resources.

 

This use case explains how a mortgage provider used Managed File Transfer (MFT) to simplify the review and acceptance of an application. MFT completely transformed this complex process, using automation, streamlined security and more user-friendly steps for the applicant and solicitors.

 

 

A lengthy and complex mortgage application process

Previously, after a fact-find with a mortgage adviser, the completed documents would be zipped up, password protected and emailed to the applicant. The applicant would need to call in to be told the password, then would print, sign and return the form, along with proof of ID, details of income and other documents.

The mortgage adviser would receive it and then send it on to the underwriter to be approved or declined.

Once the underwriter had approved the offer, they generated an offer document, which was stored on an internal system.

Another member of staff would need to download the offer from that system, create a zip file, password protect it and then email it to the applicant and their solicitor. Both would need to call the company to get the password to access the offer document.

 

Streamlining the process with MFT

Using MFT’s secure email functionality, secure online forms, automated workflows and secure folders, the IT team were able to completely transform this complex process.

  • After the initial fact find, the mortgage advisor now emails the documentation directly to the applicant easily and securely, using MFT’s secure email functionality.
  • The applicant e-signs the form.
  • The email contains a unique link to a secure online form on the company website, where they upload and submit their signed form and other documents (proof of ID, income etc).
  • These documents then enter an automated workflow to be scanned for viruses and then moved to the correct folder on the network.
  • The underwriter receives an email notification, so they can review the files and accept or decline the application.
  • Once manually approved, the workflow continues, generating an offer document and transferring it to a secure folder, which can be accessed by the applicant and their solicitor.

This process saves time, reduces the complex steps and is far more customer-friendly. The mortgage advisor spends less time on manual processing and has more time to add value to applicants. The underwriter can review more applications more quickly, enabling the business to become much more efficient.

If you would like to find out whether MFT is the right solution for your business, see our online guide to MFT. This includes links to a range of free downloadable resources.

Secure online forms and automation

Secure Online Forms and Automation

A secure, customisable method for submitting information

Businesses need information from their internal users, external customers and suppliers all the time and it is highly likely this will include personal or sensitive data. 

It is definitely not appropriate to ask users to share this information over email, but we know that is still common practice for many organisations. Email is not secure, so you’re risking compliance, plus there is no guarantee of delivery. Email cannot support large files either.

Online forms provide a secure, customisable mechanism for your customers, suppliers and internal users to submit information to your business. It is a popular feature of Managed File Transfer systems and can capture any type of information or file size. Fields can also be configured to trigger onward business processes or integrate with internal systems.

To demonstrate the versatility and functionality of secure online forms with automation, let’s look at a use case from the motor insurance industry.

Use case: Motor insurance company

A customer is involved in a collision and needs to claim on their insurance. Using the secure online form, they enter the information required: Policy number, personal details, vehicle information, details of the collision and images of the damage. 

Once the data has been received, a number of tasks need to happen to progress the claim.

This is where the technology really comes into its own. Automated actions sitting behind the secure online form, can execute many of these tasks and you can find out more in this video.

Examples of automated workflows

Once the user submits the form, it can trigger a range of automated workflows, such as:

  • Validate customer name against policy number
  • Check the policy number meets alphanumeric sequence
  • Assign claim to claims handler
  • Automatically input the description directly into the customer database
  • Rename images to a pre-determined format, e.g.: policynumber_date
  • Move images to the image server
  • Send an automated reply via email or SMS, or other business communication platform. The template can be personalised to include the name, assigned claims handler, policy number etc.
Solution comparison tool

Take the risk out of selecting an MFT solution with our free, independent comparison service!

Our comparison report identifies the right solution for your needs and budget. Complete a series of questions and receive a bespoke product recommendation from our technical experts.

Outsourcing finance operations: A Managed File Transfer use case

A file transfer use case:

Outsourcing finance operations

A file transfer use case:

Outsourcing finance operations

A major label in the music industry decided to outsource a particularly large area of its operations: Finance. Managing invoices and collating data for reports was a time-consuming process that could be better handled by a specialist company.

Outsourcing finance

However, financial data often forms the basis for decisions across the entire business. If data ever becomes out of date or is not processed correctly, the consequences could be disastrous.

Without an effective electronic solution, the only way to move data was to send forms through the post and scan them—a time consuming, manual process.

The right Managed File Transfer solution will allow organisations to seamlessly move data out to external suppliers for processing, and back into the business.

With event-driven automation, the music label can automatically move financial files individually or in batches over a secure connection. The data is “pushed” to the supplier.

After processing, edited documents are then pushed back to the internal network for storage and archiving.

The entire process can be managed from a single, convenient interface and data movement can be audited every step of the way.

If you plan to outsource data processing, you need a solution that seamlessly connects external trading partners with your own unique infrastructure. This music label saved time and money by outsourcing this vital business process without compromising visibility or security at any stage.

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