Content management

– Streamlining the management of fund documents

Xelink provides expert knowledge and experience to support technology management in the financial sector, in particular in the area of Banking, Asset Management and Capital Markets.

The “Collaborative Component Content Management for Mutual Funds” solution addresses and streamlines the complex process of collaboration, data aggregation and consolidation, control, and compliance of fund documents in the fund industry.

Business Challenges

Fund management companies have the obligation to produce a variety of documents that help investors in their decision to subscribe and monitor the performance of the mutual funds. Among the many documents produced, the prospectus defines the legal framework of the fund, its objectives (investment policy), the counterparties involved (manager, administrator, depositary, etc), the fees structure, the risk profile, etc. The key investor information document is a simplified and standardized version of the prospectus with a uniform content and layout for the European fund industry. The periodical reports (quarterly, bi-annually or annually) provide the periodic financial statements and activity reports, giving for instance, the number of parts in the fund, the net asset value evolution, the portfolio breakdown and performance.  Beside these mandatory documents, fund managers also publish many technical fact sheets and marketing material. All these documents share common information which needs to be created and modified consistently and timely.

Depending on the fund structure and the number of involved parties, it is a headache to manage the overall production of fund documents and the collaboration of many disparate staffs, including legal, compliance, marketing, administration, accountants, portfolio managers and reporting staff across many organizations. “Every time I hit the button to send the latest version of a prospectus from my mail box, it is just like I am pushing on the atomic bomb button because it is hard to undo the impacts” said the head of legal affairs at a Belgian asset management company.

Solution

The “Collaborative Component Content Management for Mutual Funds” solution addresses and streamlines the complex process of collaboration, data aggregation and consolidation, control, and compliance of fund documents. Based on reusable standard and open-source components, it allows the collaboration of different teams/organizations for consistently editing, publishing and maintaining all relevant fund documents.

  • Collaboration of different parties across many organizations: workplace by group of users depending on the fund, definition of workflow, assignment of roles to different types of users, definition of user permissions (author, translators, reviewers, etc)
  • Document edition by template and by fragment: creation of structured templates, reuse of fragments and control of the impact of change across different documents, simultaneous edition of different parts of the same document, annotations, version management, and audit trails.
  • Content aggregation from various sources: seamless integration of data (NAV, charts, risk profile, etc) using open standards
  • One-click multichannel publishing and content processing into various formats (PDF, HTML, XML, image, texts, etc), to different targets, mailing lists, ftp and web sites, social media, etc.
  • Archiving and record keeping: automated document retention and destruction, regulatory compliance (e.g., BASEL III)

 Advantages

  • Lower risk by the reducing information silos and redundant data within a unified repository for all fund documents
  • Cost-effective solution with open source and open standards avoiding any vendor lock-in
  • Free up valuable human resources from manual tasks while reducing delays and errors

GET IN TOUCH

Xelink SA
Boulevard de la Woluwe, 56/4 - 1200 Bruxelles

Email: info.request(at)xelink.net

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