Proposed Solution
SaaS (Software as a Service) Digital Signature Solution.
Client’s Need
Effective control and agility in formalization.
About Nescred
Nescred is a private credit cooperative that provides exclusive financial solutions to Nestlé employees, promoting their financial security and well-being.
Document Management
How Nescred, the Nestlé Employees’ Credit Cooperative, modernized contract management, protected sensitive data, and gained agility through digital signatures.
Credit cooperatives are responsible not only for ensuring the financial security of their members, but also for maintaining the confidentiality and integrity of the data that flows through their processes. Membership agreements, credit notes, and other documents require rigorous formalization and effective control, under the risk of non-compliance with regulations such as Complementary Law 105 of January 10, 2001, which addresses the confidentiality of financial institutions’ operations.
In this context, Nescred, a credit cooperative focused on Nestlé employees, identified significant challenges in its document management processes.
Background
Before the 2020 pandemic, Nescred faced a challenging scenario in contract management. With around 524 contracts per month, each with four pages in two copies, the process required signatures from two directors and the member. Kennedy Nóbrega, Financial Coordinator, recalls: “It was common for directors to have to sign piles of contracts and sometimes even take them home when deadlines were tight, running the risk of exposing highly sensitive data.”
These contracts involved banking and personal data of members, creating risks of exposure. This concern relates to Complementary Law No. 105, which governs banking secrecy and imposes administrative and legal penalties in case of breach.
Crisley Reis, Administrative Manager, also highlights a critical issue: “There were contracts that remained in drawers, risking missing the formalization deadline set by the National Financial System (SFN). That could compromise the cooperative’s compliance.”
Searching for a Solution and Choosing the Provider
The need for remote work accelerated the decision-making process. Kennedy recalls: “Digital signatures were already in use by another Nestlé department and were recommended to the cooperative. Gradual implementation was not an option; the situation required speed.”
Crisley adds that the sudden implementation of remote work made the project a top priority: “We needed a secure and fast solution to replace paper.”
Analysis and Selection Criteria
The criteria used to choose the provider included:
– Security and compliance with Complementary Law No. 105;
– Positive prior experience with the provider, which inspired confidence;
– Ease of use, WhatsApp integration, and acceptance among members;
– Centralized control of documents, reducing risks of misplacement and late formalizations.
The chosen company was QualiSign.
Implementation Process
Implementation took place in two stages:
1. Contracts with two signatures: Initially involving both Nescred and the member;
2. Bank Credit Notes (CCB): Evolved into contracts requiring only the member’s signature.
Crisley recalls: “The time to formalize contracts dropped from an average of 6 days to a maximum of 15 minutes. That made all the difference in our service delivery.”
To improve further, WhatsApp notifications were more recently adopted. Crisley explains: “Not all members are tech-savvy or have time to check emails. WhatsApp notifications were a recent alternative we implemented to reduce a key indicator in our area — the rate of contract refusals.”
Results Achieved
Cost Reduction:
– Elimination of 301,562 sheets of paper in 5.5 years.
Agility:
– Reduction in contract formalization time from 6 days to 15 minutes — a 99.83% improvement.
Productivity:
– Reduced time spent on manual contract control allowed specialists to focus on strategic tasks.
Sustainability (Source: WWF Brazil, ABTCP):
– Approximately 30.2 trees saved;
– 3,769.5 kWh of electricity saved;
– 150,781 liters of water preserved;
– 1,809.37 kg of CO2 emissions avoided.
Intangible Benefits
– Enhanced legal security;
– Improved perception among directors and stronger internal governance;
– Innovation and modernization of institutional image;
– Convenience for members and internal staff;
– Centralized document control and deadline compliance;
– Significant productivity and process control improvements.
Expansion and Future Plans
Given the positive results, Nescred is studying the expansion of digital signatures to new products such as Employee Payroll Loans, considering its potential in formalization processes.
“At Nescred, digitalization wasn’t just a process change — it was a leap into the future with security, agility, and sustainability,” concludes Crisley.
