One of the largest US payment technology and prepaid solutions companies came to Armakuni for secure, GLBA- and HIPAA-compliant document management platform for PII and PHI handling across KYC, KYB, HSA/FSA claims, and employer onboarding.
The challenge
One of the largest US payment tech companies came to Armakuni with a compliance gap: a Customer Success team managing GLBA- and HIPAA-regulated documents across four disconnected channels with no unified platform and no automated enforcement. Armakuni delivered a production-grade secure document management system on AWS in Phase 1, then proposed a Phase 2 roadmap adding AI-driven classification, automated lifecycle management, e-signature integration, and secure external sharing.
Scale: Customer Success team processing compliance-critical documents daily across email, fax, encrypted upload, and paper channels.
What we built
Armakuni delivered secure, GLBA- and HIPAA-compliant document management platform for PII and PHI handling across KYC, KYB, HSA/FSA claims, and employer onboarding. The engagement ran as two engagements: Phase 1 fixed-scope SOW (Secure Document Management System) and Phase 2 feature enhancement proposal (AI document intelligence, lifecycle automation, secure collaboration). The work was AWS funded.
The outcomes
5 measurable outcomes shipped across the engagement. The ones that moved the business the most:
Four intake channels collapsed into one governed system. Email, fax, encrypted uploads, and paper all enter the platform through one interface, making document intake observable, consistent, and auditable from day one of production.
Compliance obligations enforced by the system, not by individual effort. Retention policies run on schedule, documents near their deadline surface automatically, and deletion actions are logged with proof, all without individual intervention.
Every document action captured in a full, queryable audit trail. Reception, tagging, viewing, downloading, editing, and deletion are all logged, so compliance officers produce a complete history for any file and audit readiness is continuous.
Document search returning results in seconds, not minutes of manual hunting. Metadata search across Member ID, account holder name, document type, and receipt date replaces digging through email archives and file shares.
A platform positioned to absorb volume growth without growing compliance overhead. The proposed Phase 2 AI enhancements will handle classification automatically as the customer base scales, keeping headcount and compliance overhead flat as business volume grows.
Built on AWS
The production environment runs on 13 first-party AWS services. Delivered under our AWS Product Engineering, AI Services competencies.
What's next
Full production deployment of Phase 2 capabilities: Intelligent Document Processing, automated lifecycle management, e-signature integration, document redaction, and secure external sharing via expiring links.