How ScaleOcean Modernized Bank of China’s Contract Management

Bank of China is one of the world’s most significant banking companies, with corporate and individual banking divisions worldwide. As such, the bank handles extensive contractual documentation to support daily business.

As the business grew, manual administration for thousands of contracts became almost impossible to handle. In addition, poorly integrated documentation, slow retrieval, and inconsistent document tracking led to operational inefficiency and extra administrative overhead.

Manual contract processes created unnecessary confusion for approval workflows and cross-department document tracking. Employees had to hunt for records, modify data, and verify each contract’s accuracy and compliance.

To address those issues, Bank of China chose ScaleOcean to automate and standardize its centralized contract management process. As a result, the bank has enhanced the visibility and transparency of the contract files, expedited contract approvals, improved document security, and managed hundreds of thousands of contracts on a single unified system.

Discover how the bank optimized thousands of contract records, improved operational efficiency, and strengthened document control through the complete success story below.

Key Takeaways

• Bank of China is a global banking institution serving corporate and retail customers through extensive financial operations.
• Before using ScaleOcean, Bank of China faced business complexities caused by fragmented data, manual workflows, and time-consuming contract approvals.
• Bank of China selected ScaleOcean because its flexible, scalable platform is adapted to existing workflows while supporting seamless implementation and organizational growth.
• After implementing ScaleOcean, Bank of China manages 800,000+ contracts, creates over 100 new contracts daily, and significantly accelerates approval and document retrieval.

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A Brief Profile of Bank of China

Bank of China, as a leading financial institution, has been operating in more than 60 countries and regions, including Singapore, since 1936. But more than that, the Bank has been providing corporate, retail, treasury, investment, and cross-border banking services in Singapore.

Its sole Singapore branch manages several regional business centers and a range of departments, including corporate and investment banking, private banking, transaction banking, asset management, commodity finance, custody, and infrastructure financing.

Hence, there is a need to manage the flow of activities across various business units through effective processes and centralized information control.

As a major international financial institution, Bank of China handles a large volume of documents and very high-value business transactions. It handles thousands of contract support matters in its daily operations. It is of top importance to ensure the accuracy of documents and excellent cooperation among departments.

Business Complexities of Bank of China Before Using ScaleOcean

Bank of China has managed thousands of contracts across multiple business units, making document administration increasingly challenging as operations expanded. Consequently, manual processes limited visibility, slowed collaboration, and reduced overall operational efficiency.

On the one hand, Contract records and supporting documents stored by the Bank of China across separate departments resulted in isolated data silos. As a consequence, all employees did not have a single verifiable source of information on contracts readily available.

This required teams to spend more time searching for the document and verifying the contractual information before making a business decision. Furthermore, the inconsistent data hampered cooperation by reducing the effectiveness of teamwork and increasing the likelihood of duplicate or obsolete data.

The bank relied on manual methods to manage contract creation, storage, and monitoring throughout the contract lifecycle. Consequently, administrative teams performed repetitive tasks that consumed valuable time and resources.

Employees faced difficulties keeping track of contract status, renewal behavior, and document updates in the current times. The more documents across functions there were, the more difficult it became to track contract management.

Furthermore, Approvals were handled via email and manual document routing among multiple people and departments. Hence, the approval cycles dragged business processes and operational response time.

Furthermore, creating various management reports required the teams to merge contract data from multiple sources. Thus, to generate such reports, time and effort were spent on manual sorting and processing of data before it became available in the right format.

Therefore, ScaleOcean implementation case study at Bank of China chose ScaleOcean to modernize contract management while improving efficiency, visibility, and collaboration across the organization.

Why Is ScaleOcean the Right Solution for the Bank of China?

Bank of China required a contract management platform capable of supporting complex banking operations without disrupting established workflows. Therefore, the organization chose ScaleOcean to improve efficiency while maintaining existing business processes.

Unlike rigid systems, ScaleOcean adapts to an organization’s operational requirements and compliance procedures. Consequently, in this case study Bank of China implemented the platform smoothly without requiring major changes to its internal workflows.

ScaleOcean also unified contract management on a single centralized platform accessible to multiple departments. As a result, employees collaborated more efficiently while gaining better visibility into contract documents and approval progress.

Furthermore, the platform offers unlimited user access, allowing Bank of China to expand system adoption without incurring higher per-user licensing costs. This scalability supports long-term organizational growth while simplifying enterprise-wide collaboration.

Throughout implementation, ScaleOcean provided comprehensive guidance to ensure a seamless migration from manual processes to a digital system. Consequently, Bank of China completed the transition with minimal disruption while maintaining uninterrupted daily operations.

Story of Bank of China’s Transition Period with ScaleOcean

Before deployment, the ScaleOcean team collaborated with the Bank of China to identify issues encountered in daily operations and to establish users’ expectations. As a result, the product was tailored to fit current contract management procedures and compliance policies.

ScaleOcean navigated this implementation through a gradual, modular introduction rather than a complete system change. As a result, the Bank’s employees were able to run the operational areas of banking smoothly.

Interactive user training was provided by the implementation team, which helped users learn to navigate the system through specific scenarios. A lot of hands-on experience helped end users understand how to use the system quickly.

While some employees were apprehensive about transitioning to new technologies, the ScaleOcean interface was so intuitive that the learning curve was minimal. Additionally, the simple navigation and simpler workflows made handling contracts easier for many users.

With ongoing support throughout implementation and timely assistance, ScaleOcean facilitated a seamless, coordinated migration. As a result, ScaleOcean for Bank of China modernized its contract management without disrupting existing banking services.

Real Impact After Using ScaleOcean

After implementing ScaleOcean, Bank of China transformed contract management from a manual process into a centralized digital workflow. Consequently, employees accessed contract information faster while improving collaboration and operational efficiency across departments.

Previously, teams spent valuable time searching for documents stored across different locations and systems. However, ScaleOcean centralized all contract data on a single secure platform, enabling faster access and more reliable document management. Which can utilize the best document management system as well

The positive impact of ScaleOcean was evident in the Bank of China’s day-to-day operations after implementation. As Nigel Ng, First Vice President, explained:

“Previously, managing thousands of contracts was extremely difficult. However, since using ScaleOcean, everything has become more efficient and organized. Now, we can easily track, organize, and monitor every contract detail, making the entire process much faster.”

Nigel Ng – First Vice President

These operational improvements produced measurable results across the Bank of China’s contract management activities. Today, the bank manages more than 800,000 contracts, processes approvals in just 2 seconds, and retrieves contract documents within 5 seconds.

Furthermore, the Bank of China creates over 100 new contracts every day through the integrated platform. As a result, employees work more efficiently, reduce manual administrative effort, and maintain complete visibility throughout the contract lifecycle.

Document approvals also shifted from slow manual coordination to streamlined digital workflows with real-time status tracking. Therefore, employees completed approval processes more quickly while maintaining better visibility throughout each contract’s lifecycle. This can be maintained using contract lifecycle management software.

Additionally, centralized information eliminated communication barriers between departments by consolidating contract workflows into a single integrated system. As a result, cross-functional collaboration improved while reducing repetitive administrative tasks and unnecessary manual coordination.

Overall, ScaleOcean enabled Bank of China to manage thousands of contracts more efficiently without disrupting daily banking operations. Furthermore, the organization strengthened internal control, accelerated business processes, and established a scalable foundation for future operational growth.

Conclusion: With ScaleOcean, Operations Without Limits

Bank of China’s success demonstrates that even complex enterprise operations can become more efficient through the right digital solution. Consequently, the organization streamlined contract management, improved collaboration, and strengthened operational control without disrupting daily banking activities.

With ScaleOcean, Bank of China built a flexible, scalable digital infrastructure capable of meeting not only today’s operations but also shaping to support the growth of business needs. Thanks to the selection of ScaleOcean, Bank of China keeps key operations up to date at peak efficiency and security, and meets regulatory requirements.

Customers at ScaleOcean have total access to a powerful, integrated ERP solution that flexes to their changing needs rather than imposing artificial workflow standards. This solution also provides companies with the information they need for faster decisions, centralizes all kinds of business information, and streamlines their operations.

For businesses operating in Singapore, ScaleOcean is positioned to meet local GST compliance standards and financial reporting requirements. The system also supports the Enterprise Development Grant (EDG) and Career Conversion Programme (CTC), helping businesses accelerate transformation.

You can request a free demo today to discover how ScaleOcean can streamline your operations and support long-term business growth just like it did for Bank of China.