In the daily operations of a futures exchange, few things are more frustrating than document management.
Have you ever found yourself on a workday holding a contract and hesitating: “Which version should I report to management?” Multiple departments may be working on the same document at the same time, yet different versions scattered across different systems can easily fall out of sync—or disappear altogether.
A futures exchange was facing exactly this challenge.
Its document management was plagued by multiple issues: inconsistent authorization across business systems, lack of version control and traceability, low retrieval efficiency, and increasing risks related to document security and regulatory compliance. So how could these challenges be resolved?
Breaking Barriers — Enabling Intelligent and Efficient Document Management
By partnering with Info2soft, the exchange built an enterprise-level document center based on the i2Share Document Management Platform, achieving a systematic resolution to these challenges.
From Fragmentation to Unified Management: One Platform Covering All Scenarios
Business documents at a futures exchange are diverse in format, complex in workflow, and subject to stringent compliance requirements. In the past, employees had to switch between multiple systems and manually synchronize document versions.
With the customized document collaboration platform, the exchange achieved:
- Full-format compatibility
Seamless support for MS Office, WPS, PDF, OFD, and other mainstream formats ensures consistent layouts and intact content during cross-system circulation. Whether a contract is drafted in the OA system, received by legal via instant messaging, or reviewed by risk control in an approval system, all users work on the same version—every time. - Intelligent document processing
Leveraging customized AI capabilities, the system automatically extracts key contract information such as clauses, amounts, and dates, and synchronizes them with relevant business systems. During reviews, the “comment aggregation” feature consolidates feedback from all departments and displays the entire revision history clearly along a timeline. - Seamless process integration
Document capabilities are embedded into various business systems in a modular way. Employees can complete the entire document lifecycle—drafting, co-signing, approval, and archiving—without leaving their current workspace. All processes are fully digital and traceable.
From “People Searching for Files” to “Files Finding People”: Intelligent Collaboration Reshapes Workflows
Previously, cross-department collaboration often resulted in duplicated effort due to inconsistent document versions. Finance might review a contract that legal hadn’t finished yet, while the business team continued revising an outdated version.
After the platform went live, collaboration fundamentally changed:
- Real-time multi-user collaboration
For example, business, legal, and risk control teams can simultaneously edit a tender document online. All changes are visible in real time, and every modification is automatically saved. Any historical version can be restored at any time—completely eliminating version overwrite and file loss issues. - Fine-grained access control
To meet strict compliance requirements, the platform supports granular permission management. Viewing, editing, downloading, and sharing rights can be precisely configured by department and role. All operations are logged and auditable.
From System Silos to an Integrated Ecosystem: An Open Architecture That Connects Information Flow
With multiple internal systems—OA, CRM, unified identity authentication, instant messaging—traditional document management models struggled to enable cross-system sharing.
Through customized integration, the platform successfully broke down information silos:
- Standardized APIs for rapid integration
The platform provides comprehensive APIs and SDKs, enabling integration with multiple core systems within one week. For example, contract approvals initiated in the OA system can automatically invoke document editing and version control features, with completed documents archived automatically after approval. - Unified front-end and back-end capabilities
Beyond the user interface, the platform offers complete back-end service interfaces, supporting batch processing and automated document workflows. Contract templates can be automatically populated with business data, generating standardized documents that seamlessly enter approval processes. - Full-stack domestic (Xinchuang) compatibility
The platform is fully compatible with domestic operating systems, databases, and middleware, meeting financial industry Xinchuang requirements. Even on domestic chip servers and operating systems, the system maintains millisecond-level save response times with thousands of users editing documents simultaneously.
Tangible Results: Measurable Business Value
After implementation, the exchange achieved a qualitative leap in document management efficiency and security:
- Significant efficiency gains: Average contract approval time reduced from 7 days to 2 days; cross-department collaboration efficiency improved by over 60%.
- Dramatic error reduction: Document version–related issues decreased by 95%, with compliance risks effectively controlled.
- Simplified IT operations: Centralized document management reduced IT maintenance workload by 40%.
- High user satisfaction: Over 90% of employees rated the new system as “easy to use, efficient, and secure.”
A Final Reflection: The “Invisible Barriers” Behind Digital Transformation
This futures exchange’s experience shows that digital transformation is not merely about replacing tools—it’s about reshaping business processes through technology. Document management may seem basic, but it directly impacts information flow efficiency, collaboration models, and security compliance.
A unified, intelligent, and open document collaboration platform can become both a connector and an accelerator for enterprise digital transformation.
With Info2soft i2Share, document management is no longer an obstacle—it becomes a core engine driving business innovation and efficient collaboration.
