Forms Capture and Processing

Transcription

1 Forms Capture and Processing In-house and Outsourced Solutions Reduce processing costs Eliminate bottlenecks and delays Improve management information Improve compliance Eliminate paper trails and storage Outsource service options

2 02 Very few business activities match forms processing in the amount of wasted hours spent in processing vast quantities of paper. It doesn t have to be this way! Benefits of automating forms capture Reduce data entry costs Reduce duplicated effort Reduce delays in processing No more lost or misplaced forms on-site Control load in work queues Reduce manual processing errors Increase process visibility and control Reduce overhead costs

3 03 Plenty of organisations still process forms, surveys or questionnaires manually. But as automated recognition technology has gained sophistication and trust, opportunities open up for staff headcount to be redirected away from the task of individually keying in form contents onto a database. Data Capture Solutions is perfectly placed to assist organisations with the automation of forms, via an in-house solution or an outsourced handling service. Our customers are able to import electronic data directly into their line of business systems, often without ever even seeing the paper originals. Typical workloads for the solutions we provide include: Direct Debit mandates Medical / NHS forms and questionnaires Electoral Registration forms Voting / Ballot slips Order forms for sales membership populations Forms for new or changing customer / member details Other forms, surveys and questionnaires. What benefits does automation bring? By automating your forms processing you will enjoy several benefits, including: Reduced cost of processing Faster processing Faster exception and query handling Increased accuracy - elimination of manual errors Workload balancing between offices (where applicable) Reduction in overheads Improved service levels and reliability Better visibility of the whole process. A reduction in salaried man-hours coupled with a faster route for the data are particularly valuable, since data confirmation, correction or analysis can be undertaken that much sooner. Depending on the solution deployed, these costs can be reduced by up to 50%. Clients using DCS form-processing solutions include Government environmental advisors Natural England, NHS Shared Business Services, FGA Capital and several other local authorities and private sector companies. The solution provided by Data Capture Solutions has brought about a welcome reduction in cost of order processing. Furthermore our orders are being processed faster which has a positive effect on customer service. Mail Order Sales Manager, Laithwaites

4 04 How can Data Capture Solutions help improve our forms processing? DCS are experts at analysing business processes and then recommending and implementing solutions which focus around the automation of paper based processes. We can help you implement a solution which automates the scanning, validation and data-extraction from returned forms and questionnaires. The solution comprises Kofax scanning and recognition technology coupled with robust, flexible and scalable FileStore EDM to store information and images in a database. Kofax Kofax Capture scans and collects documents and forms, transforming them into accurate, clean images for use across all business applications and databases. Kofax Transformation Module (KTM) streamlines the transformation of scanned and captured business forms into structured and actionable business content by automating document classification and data extraction. Kofax Virtual ReScan (VRS) gives optimal quality of images from even the poorest document. This ensures that ongoing classification and extraction processes produce the highest quality recognition results. FileStore Forms can be compartmented according to specific requirements. Automated filing minimises risk of loss or error. Quick and easy retrieval / exporting of records via user-friendly web browser-based application. Featuring multiple field and specific content keyword search. Secure and compliant to ISO15489 and BS BIP0008. Your existing scanning device, configured with Kofax Capture, VRS and KTM, will probably be sufficient to accomplish your scan-to-capture form data processing. DCS will pilot test solutions with you.

5 05 What if we would rather outsource it? By outsourcing you can strip out internal overhead costs and pay only on demand charges which our clients usually say are around 50% less than their own internal overhead costs. This option also avoids capital expenditure and frees staff from having to manually handle the physical forma / surveys / questionnaires. We would arrange for all the items to be directed to us via a dedicated PO Box number or Hays DX. Upon arrival of the nominated items in the mail, we then apply precisely the same Kofax-FileStore solution as we would install in-house. As DCS process many transactions for other companies you receive the economies of scale of using our sophisticated IT processing systems. Your transactions also benefit from the efficiency and reliability of a proven large volume UK service who is also an accredited supplier to the Home Office, MOD and a number of Government Security Agencies. How would we then get the information? Once forms have been digitally scanned, and data-extracted by whatever fields are featured (customer name/number, address, order/payment details, indicated choices/responses, etc), we send an notification with a link to your licenced FileStore web application where you can view, file, or process the data further as required. FileStore integrates well with most back-end systems so the information is always accessible and actionable. Some clients request the image files to be passed onto them on CDs or via FTP - either as backup or as their main requirement Once in digital form your mail can be processed by in-house staff or by DCS staff as part of a fully outsourced business process. Some of our customers use our outsourced services to fulfil a pilot scheme and then bring the whole solution in-house. DCS can always be called upon if ever you struggle with peak demand... we offer total flexibility! Building a brand new business operation from scratch, we knew that our forms, letters and cheques would be best kept out of our way and digitised by a partner company. This has proved to be a massively labour efficient process for us, right from the go live date. Retail Operations Director, FGA Capital UK Ltd

6 06 Security and reliability guaranteed Your data transactions benefit from the efficiency and reliability of a proven large volume UK service who is also an accredited supplier to the Home Office, MOD and a number of Government Security Agencies. Our processing staff are all CRB checked and our secure processing site has been handling fast turnaround and sensitive information since How can I find out more information? As a next step we can arrange a meeting for you with our Business Consultants to initially assess your specific forms / surveys / questionnaires status and process requirements. We will evaluate your current or likely form processing costs, stage/step costs and volumes. Additional discussions would also take place to cover what other business problems exist such as poor management information or delays/ bottlenecks in specific process steps. After considering all of the above, DCS will then provide you with a free report giving recommendations, potential savings/roi and budget costs for a solution - either to automate your own form processing or outsource the task to DCS.

7 07 Our digital mailroom customers include: DCS provides enterprise information management software solutions and services to more than 1,000 worldwide companies, bringing intelligence and automation to the creation, capture, management and distribution of information. DCS s solutions make it possible for companies to share content globally across all internal and external systems, applications, and departments, while maintaining central control and management.

8 Data Capture Solutions Ltd 345 Edinburgh Avenue, Slough, Berkshire, SL1 4TU, UK Tel: Fax: