Card file transfer automation is currently a top priority for banks aiming to resolve the challenge of transaction data processing overload. In the context of robust growth in cashless payments in Vietnam, maintaining manual operations at Card Centers is no longer feasible.
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Operational Overview of the Card Operations Department
The Card Operations Department is responsible for the entire flow of transactions and card data within the bank. This unit faces the highest pressure regarding accuracy and Service Level Agreements (SLAs).
Key Business Groups
Card operations are typically divided into the following specialized groups:
| Business Group | Detailed Content |
| Operational Support | Card issuance, renewals, card blocking/unblocking, management of card stocks and PINs. |
| Risk & Fraud Management | 24/7 monitoring of unusual transactions, setting up fraud filtering rules. |
| Reconciliation & Settlement | Handling cardholder complaints, reconciling data between the bank and card organizations. |
| Merchant Setup | Configuring parameters for Point of Sale (POS) terminals, managing discount fees. |
Operational Characteristics and Challenges
Work in the Card Department is characterized by massive transaction volumes and high daily repetition. According to a report from the State Bank of Vietnam, by the end of 2023, the number of outstanding cards reached over 147 million, showing continuous year-over-year growth. This creates immense pressure on traditional operating systems:
- Manual Processing: Staff must log into multiple systems (Visa, Mastercard, NAPAS portals) to download and upload data files.
- SLA Pressure: Settlement files must be processed within strict time windows. A single minor error or delay can lead to non-compliance penalties from international organizations.
- Discrepancy Risks: Copying data between spreadsheets (Excel) and Core Banking systems carries an inherent risk of numerical errors, leading to financial loss.
Card File Transfer Automation Processes
File transfer is a high-potential process for automation. These tasks are rule-based with few exceptions, yet they consume thousands of man-hours annually from Card Department personnel.
Why Is File Transfer Automation Necessary?
Every day, banks must interact with multiple International Card Schemes (ICS) such as Visa, Mastercard, JCB, and the domestic switching organization (NAPAS). Each organization has a unique file format, transfer protocol (SFTP, Web Portal), and specific schedule.
The application of RPA and the latest Agentic Automation technology allows the system to do more than just follow mechanical steps; it can automatically recognize file types, verify data integrity, and provide intelligent alerts when anomalies occur.
Automated Card File Transfer Processes in Practice
Here is how operational processes change after implementing automation:
1. File Transfer and Processing with NAPAS
- Before: Staff worked night shifts or early mornings to download ATM/POS transaction files from the NAPAS portal, check file sizes, decrypt, and upload them to internal systems.
- After Automation: Robots automatically log in and download files on a 24/7 schedule. If a file is corrupted or missing, an AI Agent automatically sends an email requesting support.
- Value: Saves 90% of processing time and ensures data is always ready before the morning reconciliation deadline.
2. Data Reconciliation with International Card Schemes
- Before: Downloading fee reports and clearing files from ICS systems. Manually matching each transaction line with Core Banking data.
- After Automation: Robots automatically extract data and perform automated reconciliation. Mismatched transactions are isolated into a separate report for human intervention.
- Value: Completely eliminates subjective errors and minimizes financial risks caused by missed transactions.
Expert Advice for Implementing Card File transfer Automation in Card Departments
From the perspective of a solution provider, deploying automation is not merely about purchasing software; it is about changing the operational mindset.
Aligning Strategy and Roadmap
According to Gartner research, by 2025, more than 70% of enterprises will utilize structured automation technologies to replace manual processes. To succeed in Vietnam, banks need:
- Leadership Alignment: Automation must be viewed as a bank-wide strategy, not an isolated IT tool.
- Identifying Priority Processes: Start with high-volume, low-complexity processes. Card file transfer is the ideal starting point.
Shortening Deployment Time
To achieve a Quick-win in automation projects, businesses should note:
- Optimize Processes Before Automating: Do not “digitize” a cumbersome process. Eliminate redundant steps before letting the Robot take over.
- Close Coordination with Partners: Implementation units must have deep expertise in banking operations to advise on potential real-world exceptions.
- Internal Training: Help staff understand that Robots are collaborators, allowing them to focus on higher-value tasks like risk analysis and customer care.
Automation Implementation Capabilities of Akabot (FPT)
In the digital transformation journey of Vietnam’s banking sector, Akabot is proud to be a strategic partner for over 30 leading banks and financial institutions. With practical experience, we deeply understand the strict security standards and professional specificities of card systems.
Akabot’s efforts have been recognized through prestigious international awards:
- Best Process Automation at The Asian Banker 2021.
- Best Retail Banking Automation Solution at the Global BankTech 2023 Awards by The Digital Banker.
The combination of traditional RPA and Agentic Automation (AI Agent) enables Akabot to provide comprehensive solutions that help banks optimize operating costs and enhance customer experience.
