Independence, Kansas
FirstOak Bank, a community financial institution serving Kansas and Colorado, faced a critical decision during their core system conversion: how to handle years of archived statements, check images, and reports without overwhelming their new core system or their budget.
Through their partnership with DCI – the new core systems – FirstOak was introduced to FIntegrate Technology and their browser-based FusionLRS platform. The implementation delivered exactly what the bank needed, including a quick turnaround, image and data validation for completeness and correctness, transparent communication, and a product so intuitive it required no formal training. Even when faced with last-minute requests including employee data restrictions and an unexpected accounts payable migration, FIntegrate’s flexibility and responsiveness turned what could have been a conversion nightmare into experienced-based confidence.
When FirstOak Bank decided to convert from their legacy core banking system to DCI, they faced the same challenge that confronts every financial institution during a core conversion: what to do with years of historical data. The bank had more than seven years of statements in PDF format, check images from both incoming and outgoing cash letters, and cold reports that needed to be preserved for compliance and customer service purposes.
“We didn’t want all of our historical data migrated into our new core,” explained Christy Mavers, Vice President and Retail Banking Manager at FirstOak Bank. “We needed a separate location where everyone knew where to go if they needed to look up any historical data.”
The traditional approach of migrating all legacy data into the new core would have been expensive, time-consuming, and would burden the DCI system with historical information rarely accessed in daily operations. FirstOak needed a solution that would preserve complete access to their compliance-critical data without compromising conversion efficiency or overwhelming their new platform while ensuring that all data, images and indexes came across complete and correct.
FirstOak Bank’s introduction to FIntegrate came through DCI, their new core provider. Rather than attempting to move all historical data into the new system, DCI presented a cost- effective alternative approach that had proven successful for other institutions.
“DCI mentioned that instead of taking all of our statements, images, and cold storage reports and migrating them into our new core database when we converted, there was another option that looked reasonable and might be something we were interested in,” Mavers recalled. What followed was an in-depth conversation with the FIntegrate team that covered not just the technical specifications, but the complete user experience.
“They explained what they do, how they house the data, and what the product looks like at the end,” she said. “It was a really thorough conversation about what we would need, what it takes to get there, and what the product looks like for our user experience once everything is finished. They laid out the expectations for all requirements and how much effort it would take from someone at the bank. That transparency from the beginning was valuable.”
The implementation timeline demonstrated FIntegrate’s efficiency and their ability to adapt to real-world conversion dynamics. FirstOak’s conversion was scheduled, but FIntegrate was able to begin work approximately three weeks prior.
The previous core provider provided FirstOak with most of their historical data up to the last day of the prior month, leaving a small gap of data (approximately 30 days worth) that would be provided after the conversion. FirstOak’s IT team downloaded this initial data file to the new server and granted FIntegrate access, and the conversion work began.
“Every timeline they gave us during our kickoff call, they met,” Mavers emphasized. “They told us it would take about two weeks to get the data, scrub it, integrate it into the system, and deliver the user experience. They did exactly that.”
After the conversion, the former core provider provided the gap data covering the final month, which FirstOak immediately passed to FIntegrate. The turnaround was even faster than the initial load — just a few days — giving FirstOak complete access to all historical data within two weeks of their conversion date.
What truly distinguished FIntegrate’s service was their response to unexpected requirements that emerged during the conversion process. Two significant last-minute requests could have derailed timelines or added substantial costs, but FIntegrate handled both seamlessly.
First, FirstOak realized they couldn’t allow all employees to access employee account information due to compliance requirements.
“We threw a hiccup in there,” Mavers explained. “I told them I can’t have all my users able to see employee information — statements and reports with employee information. From a compliance standpoint, we couldn’t have that accessible to everyone.” FIntegrate responded by implementing a dual-login system on the backend, allowing FirstOak to designate which employees could access employee information while blocking it for everyone else.
The second complication came when FirstOak discovered at the last minute that its legacy core wouldn’t maintain their accounts payable files on the legacy system as expected. Rather than scrambling to find an alternative solution, Mavers approached FIntegrate with the additional request.
“I asked them if they could move our accounts payable data into the app we were using with them, and they were 100% supportive — ‘no problem, just give us the file,'” she said. “That took a bit longer because it was different files and a different format, but they stayed in communication with me every week with updates. For a company to pivot like that at the end and say ‘no worries, no stress, let us do it for you’ — that was especially valuable during such a big conversion.”
The completed implementation delivered benefits that extended beyond simply archiving historical data. FirstOak now has a streamlined, browser-based archive that integrates seamlessly into their existing network infrastructure through single sign- on, eliminating the need for employees to remember additional usernames and passwords.
Perhaps most striking was how little training the system required. Mavers stated, “It’s very intuitive. There are a few pop-ups that explain what you need to do, but I provided no formal training to our employees.”
The bank has experienced zero issues with the product since implementation, and employee feedback has been consistently positive. The archive allows staff to quickly research and retrieve historical information without impacting the performance of the new core system. All data remains readily accessible while keeping the go-forward system clean and efficient.
Beyond the technical capabilities, FirstOak valued FIntegrate’s approach to customer service and project management. The transparency that characterized the initial conversations continued throughout the implementation. “They were very transparent when they had any issues,” Mavers noted. “The whole process felt calm — they made me know this was what they specialized in, so I really wasn’t stressed about it.”
From a cost perspective, the investment proved worthwhile. “I think it was worth the extra money to spend with FIntegrate to make sure the data is there and accessible,” Mavers explained. “You have to have that retention data for compliance.
And we needed it in a way where our employees can research and get what they need with a relatively quick turnaround. Having it all in one spot through single sign-on where everyone knows where to look — that convenience was important to us.”
FirstOak Bank’s experience with FIntegrate has shaped how they view legacy data management and vendor partnerships. When Mavers recently spoke with another bank considering a similar conversion, her recommendation was unequivocal.
“Now that I know this company, what they do, and the product they deliver, I wouldn’t even look at another vendor,” she said. “My experience from start to finish with FIntegrate was exceptional. I was happy with everything.”
The successful implementation represents more than just a technical achievement. For FirstOak, partnering with FIntegrate meant one less source of stress during an already demanding conversion period. By taking data conversion and archiving concerns off the bank’s plate with reliable execution and responsive service, FIntegrate allowed FirstOak’s team to focus their attention on other critical aspects of the core conversion.
