DCS Ltd, leading provider of solutions to manage document/data lifecycle through critical workflow processes. Increased efficiency, reduced costs and aid compliance. We also provide insights, analytics, mobile capture and e-signature'.

1. Data Capture Solutions Ltd.
Scan, Capture, Extract, EDM, Invoice Processing, HR Record Management,
Mailroom Automation, Kofax Intelligence, Outsource?

2. Data Capture Solutions (DCS)
Overview
 Founded 19 years ago as a Document Management Solution provider
 Part of the €1billion turnover Neopost Group, based in Slough, Berkshire
 “We provide solutions which help organisations automate their document centric
processes helping them to operate more efficiently and with lower operational
costs”
 We develop our own software and also integrate and sell best of breed 3rd party
software and hardware solutions
 Leading Kofax Partner for 11 years, Diamond Partner for past 2 years
 One of the largest “click count” users of Kofax in Europe within our in-house
Bureau

3. Data Capture Solutions (DCS)
Core Offerings
Outsourced Processing & Back Scanning
• Ability to process up to 1 Million images
per day (Invoices, Forms, Mailroom)
• Bulk back scan projects (HR, Invoices,
Pension Files)
Kofax Intelligent Capture (Scanning)
• Hundreds of Kofax installations
• Secured one of the largest KTM projects
in the UK
FileStore Electronic Document Management
(EDM)
• Web based document repository
• Secure access with built in permission
rights
• Integration with MS Office suite
• Full audit trail of document lifecycle
• Hosted SaaS or On-Premise solution
offerings
FileStore BPM (Workflow)
• Add On module for FileStore EDM
• Routing of documents around an
organisation
• Example: Route and Approval of Invoices
• Based on defined business rules (i.e.
invoice value, supplier)

4. Security
Our Central Government Clients who contract secure document processing work with DCS
include: MOD, Home Office, FCO, Probation Service, MoJ.
DCS process and manage over 15 million personal financial data and document records
per annum including banking, credit card and utility account information.
Accreditations
ISO9001:2008 standard.
ISO27001 Certified - Information Management Security standard
Staff CRB checked.
DPA Registered.
Members of the Records Management Society (RMS) and AIIM.
Compliance with the British Standard BS DISC PD0008, ‘Legal admissibility of electronic
documents’.
Internal and External 24hr CCTV, smokescreen alarm, roaming security guards for the
industrial estate

5. DCS System Components
DCS System Components
Scan Enhance Extract-Control
Principle
Scanning
Hardware
Equipment
Kofax VRS,
Virtual ReScan,
Image
Enhancement
Kofax
Capture
Platform
Software
Internal Support Team
FileStore
Document
Management
and Workflow
Software
Management

6. Typical Inbound Communication Channels

7. Document Receipt
 Mail receiving can be via:
• Royal Mail
• PO box redirection
• Hays DX
• Courier
• EmailFax
• PDF File (Quality to be verified)
• Disk
 Deliveries normally received between 6am to 6pm but can be 24/7 via
secure drop box.
 Royal Mail Timed Delivery Service
 Sacks are all individually tagged an, bar coded & logged

8. Scanning Process
 Document batches are issued to scanner operator
 DCS utilise Kodak and B&H scanners with Kofax VRS image enhancement
 Images produced with VRS are clean, crisp and smaller file sizes
 This is important to make transmission faster. It also means image viewing is
quicker
 Rotates images to reduce manual sorting
 Scanning process will be carried out in Slough

9. Scanning Process - VRS
No Good !
Excellent

10. Kofax Capture Software
 Over 60,000 user licences worldwide, #1 for Capture, largest market share
 Automatic Document Separation
 Automatic Data and Document Recognition
 OCR (Optical Character Recognition) of documents
 Database lookups, integrates via ODBC to databases
 Data and document release to third party database applications, document
management systems, workflow, case management tools etc.
 High Resilience Failover and Load Balancing

11. Intelligent Document Classification
 Automatic classification Kofax KTM – reduces front end sorting
 Scanned/import documents in unsorted batches
 Automatically classify each document by content and/or layout
 Releasing documents for downstream processing
 Learn-by-example techniques make this quick to configure and simple to maintain:

12. Indexing
Automated capture of OCR’d images will be performed where possible to extract and
“VALIDATE” key index fields required by customer such as;
 Document Type
 Donor Name
 Age
 Location
 Register
 Date
Manual indexing will be carried out on documents where automation cannot be achieved via
the Kofax user interface (by DCS andor Co-op staff)
Extraction

13. Exception Handling

14. Quality Assurance and Account
Management
 Documented Procedures – forms part of ISO audit
 Performed at many stages:
 Document preparation
 Torn pages
 Exception documents
 Scanning
 Image quality
 5% Manual QA Stage for all batches
 Tiered Account Management
 Operations Manager – Overall Management and Responsibility
 Assistant Operations Manager – Day to Day Management
 Project Team Leader – Day to Day Client Liaison
 Account Manager – Overall Commercial Responsibility

15. Data Capture Solutions
HR Records Management

16. Typical HR Issues
HR Records Management
 Storage Space of Physical Records – Onsite or Offsite
 Retrieval Time – Critical Information
 Security - Access Levels
 Multi Data Source – Paper and Electronic (Network, Local Drives, Email etc
 Auditability for Compliance & Regulations BIP0008/BS10008, ISO15489
 Linking to Central HR System / Training / Recruitment Systems internally or externally
hosted

17. Typical Solution
HR Records Management
 A series of selected document management and service components to provide:
 Conversion to digital format
 Migration of existing electronic records
 Creation of a single central electronic document store
 1 electronic file for each employee containing all HR related Documentation
 Security controls to limit access and functions
 Full audit trail of actions performed
 Links to Central HR System / Other Systems
 Compliance with various standards, regulators

18. Data Capture Solutions
Invoice Processing

19. Invoice Processing
A Measure of the Problem
 Up to 75 % of all company incoming mail is accounts
related.
 73% of all the accounts documents received are paper
 Over 80% of all invoices require manual data entry.
 Over 93% of invoices being received via paper
 NB. Source Aberdeen Group 2009

20. Typical Accounts Payable/Finance
Department Problems
 Poor management information on liabilities and payment schedules against invoices.
 Delays in routing invoices for approval.
 Wasted A/P time chasing invoices out for approval.
 Wasted A/P time in dealing with suppliers when they chase payment.
 Time taken to key in invoices.
 Legal requirement to store min 6 years of paper files.
 Long payment times may mean lost supplier early payment discounts.

21. What are the Benefits of Automation ?
 Reduce data entry costs by more than 50%.
 Reduce ‘time to pay’. Reduced payment times can result in better supplier discounts.
 Improve accuracy of data entry, coding and matching.
 Automatic and faster route + approval of unmatched or problem invoices. Reduce
processing queues.
 Hold all dept documents in one place and comply with legislation.

22. Data Capture Solutions
Digital Mailroom Solutions

23. Digital Mailroom – Current Problems
 Labour Intensive
 Multiple handling and pre sorting of documents
 Walking of documents around buildings and often to multiple sites
 Items lost or delayed for delivery
 Items delivered wrongly take many days to return
 Humans Mishandle 1 in 20 documents

24. What are the Benefits of Automation ?
 Swift handling, reduced storage costs.
 Easy & fast routing into workflow
 Mail prioritised automatically
 Central hub for quick retrieval of information
 Security and Compliance for sensitive data
 Improved Customer Service
 Quicker response to Orders, Complaints, Issues

25. QUESTIONS AND NEXT STEPS?