The customer experience
ARI Fleet UK (formerly Fleet Support Group) provides
a range of services to vehicle fleet operators across
the UK, including maintenance management, accident
management, breakdown recovery and vehicle rental.
The 120,000 invoices it receives each year used to be
processed manually, often by staff working at night or
over the week-end. This was expensive, time-consuming
and there was always the risk of invoices being lost or
mis-filed. ARI Fleet UK approached DCS to design a
more efficient, centralised process, with invoice tracking,
logging and audit trails.
After reviewing existing processes, DCS installed an
on-site solution for the scanning, capture, indexing and
automatic classification of all incoming invoices and
credit notes, fully integrated with the company’s existing
ERP and Microsoft SharePoint systems.
Now, invoices are scanned on arrival, with key data
such as order number, supplier name and supplier
code extracted automatically. Matched invoices are
automatically routed through to the ERP system
for payment, with unmatched exceptions sent to
administrators for validation.
This automated system has saved 9 hours a day,
slashed invoice chasing requests by 50%, reduced the
incidence of invoice disputes and cut invoice processing
costs.
The customer experience
ABA Research provides customer satisfaction survey analysis for a leading
airline. It receives a steady flow of 10,000 hand-written surveys each month
that it would be unproductive for ABA to process itself. Instead, it has
engaged DCS to receive the surveys, scan them, extract key information and
present the data to ABA in xls and csv files to facilitate immediate analysis.
DCS receives three batches a month, each with 3,500-4,000 surveys, which
it turns around in four working days. So far, DCS has processed more than half a
million survey forms.
Tom Berry, research manager for ABA Research, said: “Dealing with large
numbers of surveys in paper format is not a typical activity for ABA, so we
don’t have the resource for high volume scanning. For this unique and on-
going requirement it makes much more sense to send them instead to DCS for
processing. From DCS we receive back a regular and reliable flow of new data to
analyse for our client, and in the process save an inestimable amount of staff time
and cost.”
2
Business process and workflow automation solutions
In addition to the supply of software, DCS can design
and implement customised workflows for specific
applications within an organisation. Depending on a
customer’s needs, these can be on-premise, hosted or
outsourced. They include:
n
digital mailroom for the scanning of incoming mail,
data extraction and routing of mail items into electronic
workflows;
n
purchase-to-pay for streamlined invoice processing;
n
sales order processing, with automatic extraction and
validation of data from orders received by web, fax, post and/
or email;
n
HR records management for the scanning and secure
storage of employee records;
n
end-to-end document and records management, from
scanning and processing to storage and retrieval;
n
document process automation to replace slow, inefficient
manual processes with automated processes that save time
and provide greater visibility and control;
n
compliance for records management and workflow
processes to ISO15489, BIP10008, BASEL II, ANSI, Data
Protection Act and other standards.
3
Outsourced scanning services
The third aspect of the DCS offering is a range of outsourced document processing
services that enable organisations to capture high volumes of paper documents
without the need for major upfront investment in their own equipment. The DCS
document processing centre has a daily processing capacity of 500,000 pages, is
accredited to ISO 9001 quality and ISO 27001 information security standards and
follows BS BIP 0008 guidelines for the legal admissibility of scanned documents.
Services are used for a variety of purposes including:
n
digital mailroom services (see above) for all business locations or specific business
processes, such as invoice processing, marketing campaigns or forms processing;
n
archive scanning, with indexing, OCR and storage in a cloud-based repository with
remote access by authorised users;
n
digitisation of specialist media, such as microfilm, microfiches, slides, negatives, x-rays,
books and technical drawings;
n
forms scanning with data extraction and data entry services;
n
cheque scanning and the return of digitised cheque data for financial records, with the
option for cheques to be banked on your behalf;
n
data conversion of legacy formats into editable files.
Digitisation can be daunting. Continued
reliance on paper and the critical nature of
document processing are not always a spur
to action; sometimes the scale of the paper
problem prevents organisations from taking the
necessary action.With DCS as your guide, you
can face your digital future with confidence.
For more information contact us:
01753 616720
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Photo courtesyVirgin Atlantic
