Diamond Trust Bank (DTB)

Financial institutions like DTB handle thousands of sensitive documents daily. But when records pile up, it slows teams down, consumes space, and makes compliance harder.

DTB, a respected financial institution listed on the Nairobi Securities Exchange, needed a partner to streamline record storage and access, improving efficiency and supporting regulatory compliance.

The Challenge

With 130 branches and departments, DTB was running out of space. Filing cabinets were full, storage boxes were stacking up, and teams spent too much time locating files. This slowed service, increased risk, and made compliance more difficult.

Storing sensitive files on-site also exposed the bank to potential loss, damage, or unauthorized access, which affected audit readiness and long-term risk management.

The Solution

Metrofile implemented a tailored records management solution:

• Provided expert guidance on record retention aligned with financial regulations
• Sorted and indexed physical files on-site for efficient transition
• Archived documents securely offsite, freeing up valuable office space

We:

• Organised and indexed 1.6 million files
• Packed and moved 91,000 physical boxes to secure off-site storage
• Guided retention policies aligned to the Kenya Data Protection Act (2019)
• Freed up space, sped up access, and improved compliance
• Reduced retrieval time from days to hours

The Impact

DTB now operates in a cleaner, more efficient environment. Staff retrieve documents faster and spend less time on admin. Stronger compliance controls and a clear retention policy support safer, smarter records management today and in the future.

DTB has gained real value through:

• Improved productivity
• Reduced risk
• Operational savings