Complete Document Solutions
Helping you
achieve your goals
The key challenges business face
today, from raising productivity levels
and improving customer service to
cutting costs and reducing greenhouse
gas emissions, can all be addressed by
optimising document management.
The best way to do this is still to
replace paper-based processes with
digital workflows.
Removing paper from your
organisation will help save money on
printing, filing and document handling
and let you get things done more quickly;
eliminate errors associated with manual
filing and data entry; save expensive
office space; share knowledge more easily;
improve customer service; gain visibility
and control; enhance compliance – the
benefits are endless.
Yet, many businesses are still at the
early stages of digitisation and remain
hamstrung by their reliance on paper.
Often, the larger the business the more
wedded to paper it appears to be. Small
businesses can install an entry-level
system like the Neopost IMW-20 all-
in-one document management system
and start digitising immediately. Larger
organisations with more complex and
higher volume requirements, distributed
workforces and extensive paper archives
need to take a more considered approach.
This is where Neopost company
Data Capture Solutions (DCS) can help.
A specialist provider of information
management software, services and
solutions, DCS provides consultancy-
based services to more than 400 of
Data Capture Solutions is the ideal partner to help
implement a digitisation strategy
the largest public and private sector
organisations, including DEFRA, the MOD,
Exxon Mobil, Lufthansa and more than 70
local authorities and healthcare providers.
Software supplied by DCS is used by more
than 1,000 companies worldwide.
Because DCS is active in all areas of
information management, including the
supply of software, hosted solutions,
consultancy and outsourced services, it
can develop bespoke solutions tailored
to each customer’s needs. Customers
benefit from a single supplier capable of
advising on and delivering all aspects of
an implementation, from process design
to paper shredding.
This versatility and expertise makes
DCS the ideal partner for managers
unsure where to start in their digitisation
strategy and helps explain why customers
typically achieve ROI in under a year.
1
Document management software
DCS supplies a broad range of solutions that can
be implemented individually or as part of a fully
integrated solution. Covering all aspects of information
management, from the scanning of printed documents to
email archiving, the DCS portfolio includes:
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business process management and workflow software for
streamlining business processes (FileStore BPM);
n
document scanning and data capture software for
accurate, productive scanning and automatic data capture
(Kofax Capture);
n
document management software for the storage, retrieval
and management of electronic documents (FileStore EDM);
n
hosted, cloud-based document management software with
‘pay as you go’ pricing (FileStore Online);
n
email archiving to create a searchable record of all emails
for improved compliance and reduced load on the email
server (MailStore);
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enterprise content management for converting corporate
information into web pages for public websites, extranets and
intranets (FileStore ECM).
The customer experience
Like many local authorities,West Somerset District Council
is seeking to reduce its dependence on paper in line with
e-Government targets. In developing an appropriate IT
strategy, it had to meet the diverse processing and records
management requirements of different departments and
provide integration across two main sites, with remote
access for home-based workers.
DCS analysed the council’s existing processes and designed
a customised document management and workflow solution based on FileStore EDM
and Kofax scanning software. More than 250,000 existing records were scanned into
the FileStore EDM system over a three-week period, alongside the on-going scanning of
new documents in the council’s Minehead offices.
The document management system covers all council offices and can be accessed
remotely via any internet connection. It has eliminated expensive storage space needed
for 3,500 planning files, each with 25-40 pages, and in doing so has created a more
attractive working environment; more than 80,000 decision notices and 90,000 land
charges documents are now accessible online; and efficiency and productivity have
been improved, with revenues officers each saving 1.5 hours of filing time every day.
Kay Hemsley, efficiency officer for West Somerset District Council, said: “FileStore
has made life so much easier for everyone – not just council staff but for our customers
too.We have rid ourselves of an expensive and time-consuming paper nightmare, are
able to employ skilled home workers from as far afield as Devon, and we now respond to
customer requests quicker and more efficiently than ever before. Everyone is delighted.”
Areas of expertise
What, then, are the services DCS provides? Essentially, it provides solutions in three core areas:
IMW-20 Document
Management
Removing
paper
from your
organisation
will help save
money
