About the client
Samruk-Kazyna Sovereign Wealth Fund was founded in 2008 by decree of the President of Kazakhstan. It is a commercial structure — an investment holding.
Documentolog passed the Fund’s pre-qualification and holds the status of an approved supplier to Samruk-Kazyna.
Challenges
- The board of directors, the management board and committees worked outside a single contour, in different tools.
- Internal regulations had no managed approval and publication process.
- Exchange with subsidiaries and counterparties went on paper.
- Archiving and retention control were manual; digital signatures on archived documents were not verified.
How it works
On 7 April 2017 the Fund announced a tender to improve its document system; Documentolog won, with a three-month deployment.
The heart of the project is managing internal regulations with staff certification on the Fund’s core documents: it shows that a regulation has been read, not merely published.
The electronic archive closes the life cycle: retention control, signature verification, search. Exchange with subsidiaries and counterparties is automated too.
Next stage — governing bodies: agenda items, sessions, voting, minutes and decision tracking.
System scope
Results
- Deployment took 3 months.
- Internal regulations run as a managed process with staff certification.
- Electronic exchange with subsidiaries and counterparties is in place.
Who it is for
Relevant to holdings and funds with subsidiaries and a large body of regulations. Where to start: take a recent regulation and check what proves that everyone it concerns has read it.
Questions and answers
How do you confirm that staff have read internal regulations?
The Fund uses certification: employees pass a knowledge check on core documents, and the result is recorded in the system.
How long does deploying a document system in a holding take?
At Samruk-Kazyna — 3 months, following the tender announced in April 2017.
Can electronic documents be exchanged with subsidiaries?
Yes. The Fund has automated exchange with subsidiaries and external counterparties.
Security and legal validity
- Certified under ST RK ISO/IEC 15408-3-2017, assurance level EAL 4 (No. KZ.7500186.05.01.69209, valid until 26 May 2029); a digital signature has the force of a handwritten one under the Law of Kazakhstan “On Electronic Documents and Digital Signatures”.
- Rights in the system equal the employee’s rights; operations are recorded in the audit log. Legally binding correspondence with government bodies goes through the national e-document exchange, with no paper duplicates. Data is processed and stored in the Republic of Kazakhstan.
