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

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

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)

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.

AccreditationsISO9001:2008 standard.ISO27001 Certified - Information Management Security standardStaff 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

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

Typical Inbound Communication Channels

Document Receipt

Mail receiving can be via:

• Royal Mail• PO box redirection• Hays DX• Courier• Email\Fax• 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

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

Scanning Process - VRS

No Good !

Excellent

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

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:

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 and\or Co-op staff)

Extraction

Exception Handling

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

Data Capture SolutionsHR Records Management

Typical HR IssuesHR 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

Typical SolutionHR 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

Data Capture SolutionsInvoice Processing

Invoice ProcessingA 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

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.

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.

Data Capture SolutionsDigital Mailroom Solutions

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

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

QUESTIONS AND NEXT STEPS?