Document Management
Sybrin Document Management Solution Sybrin's Document Management Solution (DMS) is an enterprise-scalable document processing system and information repository for capturing all forms of unstructured business information. It is built on the solid, reliable and secure foundation of Sybrin CORE, which is the backbone of a large variety of distinct yet tightly integrated modules, creating a solution that is practically limitless in customisation, meeting each and every customer requirement in the industry. Sybrin's solution is unique in that it provides clients with a framework of modules to manage all sources of information in one easy to use repository. Multiple le formats are supported in terms of input sources and the user is able to link multiple documents to a single case thereby obtaining an overview of all related information. Sybrin's DMS is also able to interact with all legacy devices making the scanning of historical data fast and ef cient. This ensures that no data is lost and that all archived data is easily accessible and can be retrieved to be viewed. Sybrin's solution is tightly integrated with the standard Microsoft desktop environment providing one familiar user interface, and one uni ed information repository for fullfunction imaging, advanced routing, Enterprise Report Management (ERM), and document management in client/server and web environments. Sybrin s DMS can function as a stand-alone solution for document management, but could also be integrated as a front-end or back-end to a third party application, such as an Enterprise Resource Planning (ERP) or accounts receivable solution. Security is paramount to Sybrin and audit trail functionality, to keep track of each and every activity performed on business processes, is included. Customers have the ability to select the components that best t their needs using a combination of Sybrin DMS modules and services, thus keeping system costs low while maintaining a high and tangible Return on Investment (ROI). In essence Sybrin's DMS provides for the advent of paperless management. It also caters for the destruction of archived items as well as assigning retention periods, and the freezing of folders should they need to be retained for longer than their assigned retention period. Our DMS has been installed in various countries across Africa with outstanding results. Our tried and tested solution ensures that document management happens quickly, accurately and ef ciently in the background, letting you focus on more important tasks. 1
Key Features Data Compression Sybrin's Document Management Solution (DMS) allows for the input of any form of data, in other words we support all le types. The scanned data is subsequently compressed to Tiff format which is known for its enhanced output quality, ease of handling and processing, and aids in the ef cient storage of large les. It also ensures smaller le sizes which ultimately result in faster network transfers and easier archiving. Archiving & Accessibility Well-managed data archiving ensures increased productivity by making archived data easily accessible. Sybrin's DMS ensures that this is an automated process, meaning that you no longer need to implement manual processes for scanning, indexing and storing data. Sybrin's archiving solution caters for the electronic and physical archiving of documents in any format available, this includes: MS Of ce les, PDF, HTML, JPEG, GIF, PNG, CSV, FIFF, RTF, as well as many others. 1 2 System Interactivity Sybrin's DMS is designed to integrate with proprietary information systems in order to facilitate the aggregation of information from a variety of sources. This enables interaction with any host system to gather and update customer information in real-time. The duplication of work, which was historically required for the integration of the various systems which operate within the business environment, is thus eliminated. 3 2
The Sybrin Product Platform Sybrin CORE is the foundation upon which our entire, diverse range of product modules rest. It creates a solution that offers limitless customisation, meeting each and every customer requirement in the industry. Sybrin conforms to an industry-leading number of accepted standards and is platform independent, providing a uni ed solution framework for full-function nancial and information processing systems. Our innovative system is versatile enough to function as a stand-alone solution for simple document management, but could also be integrated with third party systems as a high-capacity cheque voucher capture and processing system. Modules that integrate with CORE include all major payment stream processors as well as imaging and advanced routing modules, Enterprise Report Management (ERM) modules, and document management in client/server and web environments. Security is paramount to Sybrin, as is audit trail functionality, which is why we allow you to keep track of each and every activity performed. The latest advances in encryption technology are built directly into CORE, ensuring your data remains safe and secure. ACH ATS Branch Cheque Corporate-to-Bank Day 2 EFT Document & Records Statement Solutions Imaging & Work ow Payment Solutions Information Mgmt. CORE: Value Added Services Notification Gateway Commissions & Charges Multi-Currency Clearing Sybrin CORE 3
Scanning Branch During routine branch KYC functions, Sybrin captures and indexes forms and other customer data, while intelligently linking multiple documents to a single case and group related documents with a unique identi cation number. Input may be of any type, and can also originate from different data sources (i.e. host banking system, another system repository, and different database). Work ow Storage Indexing 1 2 3 Viewing Options Once captured and indexed, customer information is centrally stored on Branch Sybrin s server, ensuring fast and easy access on the y. Information can be viewed on a number of different devices, or printed as needed. Sybrin can dynamically accommodate any business work ow as well as integrate with Scanning other business systems, in order to direct documents and information to the correct people in the correct departments for seamless processing. 4 5
Modules & Processes Scanning & Importing The capturing component of Sybrin's Document Management solution involves the scanning of physical documents, including cheques, forms, mandates and identi cation documents. Capturing is closely integrated into Sybrin's core system, resulting in seamless image processing and digitisation. This process is scanner hardware independent, thus it is compatible with any TWAIN source, and fully supports both KOFAX and ISIS scan engines. Reports Utilising Sybrin Client, within every process queue, various reports can be extracted, based on the permissions assigned to the individual requesting the report. Once the required report is selected, a pop-up will appear requesting the entry of a selection of dates, products or roles. Once a report has been generated it can be either printed or the data can be exported. Reports are customisable, thus the user can choose which elds it should contain which will best serve their needs. Indexing Indexing involves tagging documents with key search terms in order to facilitate the searching and retrieval thereof. This can be setup as manual, automatic or advanced. Manual indexing utilises tailor-made drop-down menus for the capturing of document details. Automatic indexing automates capturing using indexing plug-ins. Advanced indexing enables fast processing speeds with multiple image enhancement and plugin components to be con gured and run in the same environment. Version Control Sybrin's Document Management Solution facilitates an advanced version control system. This system allows users to check-in and check-out work items as well as publish nalised items. Furthermore multiple-user editing is catered for as well as le locking to prevent unauthorised access and editing. The system is built around a single repository and uses an automatic tracking log le for auditing purposes. Document Repository The Document Repository is the database storage for long-term archival and retrieval of documents, giving operators instant access to the images, documents and other information stored on the system using powerful search criteria. This is also used to de ne and manage physical paper retention and destruction policies for the information stored in the repository. Our solution is also able to store and retrieve from enterprise solution systems already in place, such as Vignette or Content Manager. Noti cation Gateway The Sybrin Noti cation gateway works in close conjunction with Sybrin's FrontOf ce, Sybrin ACH Payment Processor, and the Sybrin Identi cation Veri cation Solution to send out customisable SMS or email noti cations once key account activities occur. This helps your customers manage their accounts and improves customer satisfaction. These account activities may include deposits, withdrawals, and the tracking of all other transactions. View Once data has been captured they can be viewed before any decisions are made in terms of the further processing thereof. The output can be grouped via de ned parameters in order to facilitate searching. These parameters are customisable and can be determined by the user. The system also provides for hit highlighting which facilitates searching through the contents of the documents which have been retrieved. Commissions & Charges The Commissions and Charges module makes the task of applying commissions and charges to any transaction simple and intuitive. Using this module a bank can setup and maintain billing plans per a customer or customer group. Billing plans can be setup according to various transaction types and transaction volumes. Transaction charges can be either xed or commission-based. 6 7
About Sybrin Sybrin has grown considerably over the past 21 years to become a global leading technology company in providing payment solutions with particular emphasis in Voucher Processing solutions, Automated Clearing House solutions, Mobile Commerce solutions, Host banking enhancement solutions, KYC solutions, Day 2 solutions and EFT solutions amongst leading corporations, banks and clearing houses. Today, Sybrin has provided solutions across Africa, the United Kingdom and into the Middle East, servicing these solutions from its of ces in South Africa, Kenya, Zambia, Tanzania and Zimbabwe. Sybrin remains united in its mission and focused on its commitment to customers. Corporate governance is well-rounded and balanced through breadth of international perspective and executive experience. As a result, the company is clear in its vision of the future, but equally well grounded in the reality of the present. 8