Enhancing Secure Collaboration in a Regulated Environment

Client Overview

A leading financial institution in Taiwan, with a history spanning decades, specializes in retail banking, corporate finance, wealth management, and digital banking services. Serving millions of customers across the island, it employs around 150 staff in its core administrative and operational teams at the Taipei headquarters. As a highly regulated entity, the bank prioritizes data security, compliance with local financial laws (such as those from the Financial Supervisory Commission), and efficient internal processes to support risk assessment, client advisory, and strategic planning in a competitive market.

Challenge

In a sector demanding utmost confidentiality and regulatory adherence, the bank struggled with outdated room booking methods:

• Manual scheduling via emails or spreadsheets resulted in frequent conflicts, inefficiencies, and delays in critical meetings for compliance reviews, financial audits, and team collaborations.
• With 150 users requiring access to shared conference rooms, there was no centralized system, leading to underutilized spaces and productivity losses during high-stakes operations.
• Strict internal access controls and IT security requirements prohibited cloud-based solutions without robust data sovereignty, making it challenging to adopt modern tools while ensuring all data remained on-premise to comply with banking regulations.
• The need for seamless integration with existing enterprise systems, like Active Directory for authentication, was essential to maintain zero-trust security protocols without exposing sensitive financial information.

Solution

To meet these demands, the bank adopted Offision's room booking system, customized for on-premise deployment to align with stringent IT policies.

Key reasons for selection:

• Tailored for banking IT requirements — Offision's flexible architecture supports fully internal hosting, ensuring data never leaves the bank's secure network, with features like end-to-end encryption, audit logging, and compliance with ISO 27001 standards.
• Seamless room booking functionality — Integrated with Microsoft Exchange or on-site calendars, allowing real-time availability checks, automated conflict resolution, and user-friendly interfaces for quick reservations via web or mobile apps.
• Secure access controls — Role-based permissions tied to the bank's Active Directory, enabling strict internal access for the 150 users while preventing unauthorized entry.
• Customizable deployment — Installed within the bank's firewall in just weeks, with minimal disruption, and scalable to handle peak usage without external dependencies.
• Advanced security features — Multi-factor authentication, data residency in Taiwan, and regular vulnerability assessments to cater specifically to financial sector needs.

Benefits/Results

The system eliminated scheduling inefficiencies, reducing meeting setup time by 70% and optimizing room usage across the headquarters. With all operations under strict internal access, the bank maintained full compliance, avoiding regulatory risks while empowering 150 users with reliable tools for daily workflows. Offision's adherence to bank IT requirements fostered trust, enabling smoother collaborations on sensitive projects and contributing to overall operational resilience. Staff feedback highlighted improved focus on core banking activities, with enhanced security providing peace of mind in a high-stakes environment.

Project Information

• Locations using Offision: Asia - Taiwan