DOCO EasyScan Solution for the London Insurance Market

Transcription

1 DOCOsoft EasyScan Module DOCO EasyScan Solution for the London Insurance Market July 2008

2 No. Date By Comments /07/08 Aidan O'Neill Version 1 EasyScan Page 2

3 Table of Contents 1. INTRODUCTION PROPOSED SOLUTION OVERVIEW USER EXPERIENCE INSTALLATION RICOH DEVICES INTERFACE TO OTHER 3 RD PARTY SYSTEMS FUTURE IN-HOUSE MODIFICATIONS FUTURE ENHANCEMENTS... 6 APPENDIX 1 SAMPLE SCREENS FOR EASYSCAN... 7 EasyScan Page 3

4 1. Introduction DOCOsoft provide Document Management Solutions in many Lloyd s Managing Agencies and Syndicates and Ricoh provide the hardware for the scanning of documents at the back offices and at the Lloyds boxes. Some clients are currently using the DOCOsoft header sheet method to get documents stored into the DOCOsoft document repository. Ricoh have created a JAVA developer platform which has allowed DOCOsoft to create applications on the hardware platform and one of these applications is a method to scan documents directly into the DOCOsoft document repository and also to interface and cross reference to core underwriting systems. This EasyScan process allows for the total integration of hardware and software which offers the optimum in product performance allowing for efficient, simple production and distribution of documents. EasyScan Page 4

5 2. Proposed Solution 2.1. Overview DOCOsoft s DOCO EasyScan will allow users at the Ricoh MFP device to send documents directly into the DOCOsoft document management system. Documents such as slips, and claim documents can be sent directly into the relevant folders and also indexed at the same time for easy retrieval at a later date. The EasyScan client will have a dynamic interface to the Document Server, and the same folder structure on the DOCOsoft DMS can be viewed at the Ricoh MFP device. The user can also change the document type for different index patterns. Here is a summary of the features of the EasyScan client: Dynamic real time link to the DOCOsoft Document Repository and to Underwriting system Ability to select a folder from a tree view or a button view Scan & Print option Ability to index documents at the panel Allows different document types such as Slips, Claims Touch screen alpha numeric keyboard Intelligent search facility for quick retrieval Last location saved Window like icons and interface Company custom icons on device Compliment the current header sheet process 2.2. User Experience Users simply touch the panel on the device, and navigate through the folder structures and select their destination area. Indexing can be done by an alphanumeric keyboard and there are other options for users for document setup, etc Installation The DOCO EasyScan client is stored on a SD card which is installed at the back of the Ricoh MFP devices. The DOCO EasyScan server needs to be installed on a backend server device that the MFP links to on a network. This server could be the same server that hosts the DOCOsoft DMS solution Ricoh Devices The EasyScan program will run on most modern Ricoh devices, and the screen display type will determine if the output is colour or monochrome Interface to other 3 rd Party Systems The EasyScan solution can also interface to other 3 rd party systems such as Underwriting Systems to quickly pull up risks references from the system as well as to the Inwards Risks section. EasyScan Page 5

6 2.6. Future In-House Modifications The EasyScan solution also has the ability to give consultants the option of modifying the display of information on the JAVA screens through customisable tables in the DOCOsoft database Future Enhancements User authentication at source to limit users logon and also encryption at source for secure scanning might be options that clients would be interested in future. EasyScan Page 6

7 Appendix 1 Sample Screens for EasyScan 1. Start Screen To start the scan process the user clicks the Start Button. Figure 1 2. Scan Location The user is then presented with a series of screens allowing them to select the appropriate folder within the DOCOsoft DMS system The next screens show a sample scan location selection process. Figure 2 Syndicate EasyScan Page 7

8 Figure 3 (Document Type) Figure 4 (Risk) EasyScan Page 8

9 3. Free Indexing Figure 5 (Free Indexing) EasyScan Page 9