Data Capture Solutions. Global providers of business process automation and outsource services

Transcription

1 Data Capture Solutions Global providers of business process automation and outsource services

2 About DCS About DCS Experts In Process Automation Contents 04 Our products 32 Quality & service 42 Corporate responsibility 44 Client list 46 Our services Data Capture Solutions help companies to reduce costs, improve profits and optimise service levels by automating traditionally document and transaction driven business processes. We start this automation process by capturing, classifying and extracting content from documents the moment they enter your business. Once documents and their associated business content are in digital form, automated transactions can then be initiated, routed and managed by our software solutions and services, giving you a seamless, end-to-end workflow process. can be installed on-site, online on the cloud or alternatively we offer them as a fully managed service charged on a simple per transaction basis so you only pay for what you use, when you use it. Our customers Over 1,000 companies worldwide use our software solutions and services, bringing intelligence and automation to the creation, capture, management and distribution of information. We work with customers who are diverse in both size and sector including ExxonMobil, the Home Office, Direct Wine, Lufthansa, AIG/Chartis Insurance and over 70 local authorities and health service providers. These organisations have greatly benefited from improved processes and have achieved a return on investment in under a year. Our outsourced and hosted services allow customers to receive instant benefits which are accrued on every transaction and come with no up-front or CAPEX costs as there s just a small per transaction charge. One solution for all of your business information Business transaction information of any format including paper, fax, and even SMS messages can be streamlined into one controlled and automated process. The important content is extracted automatically and our capture and mail management platform then creates a transaction which is recorded for ongoing record management and compliance. This reduces data entry work, improves accuracy, cuts cycle times and gives managers instant access to business information from their desktop. Installed or cloud service - the choice is yours can be implemented as traditional on-premise installed systems or as a hosted cloud platform which now forms over 70% of our projects. For clients who wish to outsource a business function as a whole end-to-end managed service then we can provide that as well. This gives you flexibility and a fast return on investment with no capital expenditure. The underlying platform of our solutions can service many different departmental needs by simply configuring additional templates so you can start with your mailroom and move on to HR or Accounts Payable processes preserving your original investment and minimising disruption.

3 04 05 DCS process hundreds of thousands of mail items every year from all of our European suppliers. DCS receive, scan and extract the business content from this mail and then upload the information onto the global FileStore platform which our staff can access 24/7 from any of our offices worldwide for ongoing processing. Karl Edwards, Financial Operations Manager - ExxonMobil DCS supply a range of solutions which are tailored to resolve specific challenges faced by the different operating departments of your organisation. All of our solutions are underpinned by our award winning software and service products which can be delivered as a traditional on-site solution or as a SaaS / Cloud platform with no capital costs. are designed to inter-operate with your existing software and data and can be easily tailored to suit your specific business needs. Mailroom automation 06 P2P & credit control automation 08 HR 10 Claim processing 12 Case management 14 Fax and communication management 16 Sales order processing 18 Shared service centre 20 Governance, risk management and compliance 22 Records management 24 Document management 26 Business process automation 28 Business process outsourcing 30

4 06 07 Mailroom automation solutions DCS s mailroom automation solutions allow you to capture, route and process important information as soon as it enters your business by merging multiple channels into a single traceable information handling process. Your key mail items are converted into a digital format, classified by type and then content is automatically extracted. Work items can then be routed, prioritised and escalated automatically based on your business rules so your teams quickly receive in prioritised order only the information which is relevant to them. Automated mailroom solutions eliminate the cost and time delay associated with traditional paper routing by automating the process. This ensures information management is efficient, that transactions are visible and that every step of the process is auditable. A tailored solution to suit your business A DCS Process Consultant will help you to analyse your existing processes and advise on whether an in-house installed system or an outsourced service would be the best solution for you. If you choose to outsource your mail processes we will set up a PO Box for receiving your mail and also make any specific arrangements with Royal Mail, Hays DX or other incoming channels including fax or servers. DCS have facilities for regional receipt of mail in many countries worldwide so you can also apply your company s common processes and systems globally. When we automate existing processes we ensure that SLAs are defined correctly, phase-over is smoothly handled and processes are in place to handle ongoing change management and peak/trough variations. Information correspondence contract order channels postal service fax scanner fax server Benefits to your mailroom Standard mail items, which usually make up the bulk of the processed mail, are handled very quickly with virtually no human intervention and at a minimal cost. Exceptions are identified quicker, meaning more time can be devoted to resolution. Risk of errors is minimised as the process is automated. Benefits to business managers Mail can be prioritised automatically and accessed from anywhere quickly so that business critical correspondence can be dealt with as soon as it arrives. Reduces the risk of important and confidential mail being misplaced and helps your company to comply with data protection laws and corporate governance and legislation. Improves levels of customer service by reducing response time to orders, queries and complaints. Allows you to balance workloads instantly between remote staff and subcontractors even if they are based offshore as mail items are processed and accessible online. In a single supplier, DCS can advise you on your mailroom processes, staffing and technology improvement options to ensure they operate in the most efficient way. digital mailroom classification & extraction Access & Control FileStore FileStore MailManager MailManager business accounts sales Reduces staff and overhead costs and allows you to implement pay-on-demand or centralised service charges which are only paid for as they are used. Keeps in-house systems and processes tightly controlled but also gives the flexibility to accommodate expansion via fully integrated outsourced services. Related products FileStore for mail processing & storage Your team can access mail items in an instant by using FileStore which can be installed on-site or accessed as a hosted Software as a Service (SaaS) at a low cost charge per mail item or per user. New mail is notified by or SMS and it can then be viewed and actioned via a web browser or mobile device. FileStore can document enable existing business applications with minimal effort or cost. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Our web & mobile device capture solution gives you distributed paper, fax and capture capability back to your central systems and processes. It also handles automated document classification, page separation and data extraction for ongoing management of transactions in FileStore or your other line of business applications. Kofax software Kofax Capture is an Enterprise class infrastructure which captures your incoming mail and integrates multi functional devices (MFDs), faxes, s and other information into a common digital receiving process. Kofax Transformation Modules (KTM) software can then be used to automatically classify documents and extract business content ready for ongoing automated processing. London Borough of Hackney case study The London Borough of Hackney supplies public services for over 200,000 people in a diverse inner London community. Like many councils throughout the UK, the London Borough of Hackney had been mainly using a traditional paper document management process, which resulted in several document storage and retrieval issues. With paper files, staff needed to physically visit the files location to access and copy information from them. Even by upgrading to using shared network drives, staff still did not have access to folders outside their immediate area and needed to send copies of documents for consultations. DCS implemented a Council Document Management (CDM) system that would allow Hackney Council to manage their documents electronically. For this system to be fully effective, DCS would first scan the existing document archives into an electronic format and implement a suitable solution to capture and scan incoming mail. DCS assisted Hackney Council by helping them create an electronic mailroom and scanning infrastructure to support their CDM system using Kofax software. Multiple departments of the London Borough of Hackney now receive their post electronically as incoming mail is scanned directly into the CDM system and correctly allocated to different departments. The Building Control Department alone have saved an average of two minutes for every item of incoming post which equates to one full time employee. The benefits of the electronic mailroom and scanning solution plus the Council s CDM system have already resulted in the Council saving 7m on costs of building additional storage space in the Hackney Service Centre. It is also estimated that there will be an ongoing annual saving of around 200,000. invoice inbox GoMobile Other systems customer service Over 50% of Senior Managers surveyed consider mail scanning and capture to give a better or much better ROI compared to other IT investments. Source 2010, AIIM Measuring The ROI of Capture

5 08 09 P2P and credit control automation Refine your purchase to pay (P2P) and credit control processes with solutions which automate the entire process from procurement to final payment, reducing processing time and improving cashflow. DCS s P2P and credit control solutions eliminate the long trail of paperwork and associated exception handling and chasing which commonly occurs in Finance departments. Benefits to your accounts payable team Improves P2P process visibility as transactions can be tracked from end-to-end and exceptions are dealt with automatically. Enables dynamic credit factoring to be implemented directly between you and your key suppliers so you can offer flexible early payment discounts to suit your cash flow requirements on a day to day basis. ExxonMobil case study Transfer to payment ERP/ Financial System Our automated solutions are accessible through a simple web browser interface which allows any team member with an internet connection to easily access the system. This means that internal and outsourced teams, approvers, suppliers, customers, debt collection agencies and solicitors can collaborate in every stage of the process, no matter where they are located. help process large volumes of POs, supplier invoices and credit control debt chasing incidents quickly and can detect and manage exceptions automatically, enhancing your company s financial control. Flexible financial process control for your business DCS s solutions can be easily integrated with most enterprise resource planning (ERP) systems including SAP, Oracle, Sage, Microsoft, JDE and CODA. You can choose from an in-house installed solution, a hosted system which can be accessed from any site or a fully outsourced service. Our fully outsourced service removes all of the supplier invoice receiving, matching, coding and approval processes from your finance team leaving DCS to do it all for you and then feed clean matched data back directly into the ERP system ready for your next payment run. Multilevel approval Invoice automation process INVOICE DATA ENTRY Scanning e-invoices With PO recurring invoices REPORTING Automatic coding and approval Match Without PO Do not match Automated routing for approval Automated cost centre coding Improves management of peak loads which helps to prevent workflow congestion. Eliminates overheads associated with chasing of approvals, handling supplier queries, copying and filing. An easy and affordable way to convert your suppliers from sending paper invoices to PDF e-invoices which then require no keying or scanning. Even smaller suppliers can begin to use e-invoices as no software or changes to their systems are usually required. Benefits to your credit control team Allows reminders, escalation and chase documents/ faxes/ s to be set up as individual processes for every customer. Greatly reduces manual effort in chasing calls and reminders to customers as the management of this is automated. Automated processes ensure that escalation happens precisely when it is needed rather than being missed when credit control staff are busy or absent. integrate with your own ERP system and a web portal allows automated tracking and handling of ongoing escalation to third party debt collection agencies or solicitors. Reduces processing costs by eliminating manual data entry, back office paper routing and approval costs. Allows faster and more accurate cash flow forecasting and accrual information to be produced which aids financial performance. Automation Makes a Difference Cost and time to process one invoice Cost Time Best-in-Class: 3.02, 3.7 days Industry Average: 11.41, 14.2 days Laggards: 16.14, 41.3 days Source - Financial Operations Networks LLC Our credit control solution can typically help you reduce your debtor days by 10-20% and reduce your debt chasing costs by 50%. Related products FileStore for records management Your team can access digital financial documents in an instant by using FileStore which can be installed onsite or used as a hosted Software as a Service (SaaS) solution at a low cost per invoice or purchase order charge. Whatever ERP system (or multiple systems) you re currently using, we can integrate FileStore to give you flexible and secure financial document storage and records management. FileStore for business process automation FileStore gives your Finance teams specific process automation functions which are typically lacking in most ERP and accounts systems. These include automated multi-way matching, coding, exception handling and routing, escalation rules specific to individual companies, configurable approval processes and web capabilities to share processes with remote staff and third parties. FileStore also gives you granular tracking, control and visibility over your processes via simple dashboards making problems easy to spot and resolve. Mobile device capture & approvals Our mobile device approval solution allows invoices, credit notes and other financial documents to be viewed, coded and/or approved from any iphone, ipad or other mobile device. This further cuts the cycle time and eliminates paper being stuck in peoples trays waiting for action. Kofax software Kofax software allows your invoices to be captured from paper, , PDF or e-invoice format automatically before being matched to suppliers goods received notes (GRNs) and purchase orders. Kofax software also extracts and validates both header and line item data automatically greatly reducing clerical effort and improving accuracy. ExxonMobil is the world s largest publicly traded company and operates facilities in most of the world s countries. ExxonMobil receive over 10,000 supplier invoices per month from various European countries. A key business objective for their finance division was to centralise their invoice receipt and make them available to regional approvers and their Global Accounts Payable Centre in South America. Multiple ERP systems, processes and format streams complicated the matter of data transfer and tracking. DCS successfully completed a rigorous tendering process and in 2009 signed a long term contract with ExxonMobil as the partner of choice to act as an invoice receiving house for all incoming invoices in Europe, the Middle East and Africa (EMEA). The invoices are scanned using Kofax software at DCS s outsource service centre and data is extracted and validated from both paper and e-invoices before automated validation against a master supplier database. The digitised invoices are then uploaded to DCS s hosted FileStore system which is accessed by thousands of ExxonMobil staff worldwide. Approvers, accounts payable and purchasing staff all over the world can see invoices from any PC with an internet connection and the data is also integrated with SAP software for financial recording. Routing and approval processes and flows are handled within the FileStore rules processing engine and are quickly adapted to different regional business and regulatory requirements. FileStore has given ExxonMobil a cost effective and highly secure global solution for centralising the receipt and processing of supplier invoices. Streams from paper, XML and e-invoice channels can all now be incorporated in the same managed flow. is now being expanded to the Asia Pacific region and other regions will gradually come on line at a later stage allowing ExxonMobil to globally centralise all of their accounts payable functions.

6 10 11 Human resources solutions DCS s solutions for HR departments focus around improving the management and compliance problems of your employee files and records. Most companies will already be using HR software solutions of some form but typically these are weak in the area of record management. DCS s solutions augment your existing HR software investment and help you reduce overheads associated with file life cycle management and Data Protection legislation. Full ISO15489 employee file records capability combined with the ability to create document checklists for compliance makes employee record management much easier. Our HR solutions easily integrate with existing HR systems including SAP, Oracle and PeopleSoft and they can either be installed on your own network servers or DCS can supply them as a fully managed Software as a Service (SaaS) cloud platform. Historical HR files can be scanned into the system so that all your historical employee data is held in a central and easy to access location. An employee portal gives your staff access to common forms, approval status, holidays and employee manuals and procedures. MS SharePoint can be implemented to provide collaboration portals, news, blogs and wikis thereby further expanding interaction with distributed staff. If you do not have an on-site scanning solution then our web & mobile device capture solutions allow HR staff or distributed employees to submit signed documents from any desktop scanner, MFD, fax or from home or office with no software installation required. These documents are then automatically filed and notifications of receipt sent to concerned parties as required. Benefits to HR departments and employees Eliminates paper employee files and replaces them with a secure digital store which provides much greater control over access. Create document checklists to ensure employee files contain the correct up to date documents. Ensure that old document records are disposed of in line with Data Protection Act requirements. A simple keyword search facility enables employees and HR teams to easily find the information they are looking for. Employee portal allows staff to quickly find policy documentation, see approval status, update record information and submit new signed forms via scanner, MFD or fax. Benefits to business managers Documents are secure and can have access isolated from IT staff or other internal teams. Ensures high levels of security to ISO27001, compliance with the Data Protection Act and legal admissibility to BS BIP0008 best practice standards. Ensures that forms and processes related to job offers, joiners, leavers, redundancy, disciplinary action and appraisals are all initiated, completed, audited and stored in the right way and on time. This reduces the risk of legal action, tribunals and associated costs which can occur when the correct process is not followed. Centralises employee information so you can access documents on staff based in multiple locations or subdivisions. New corporate procedures can be notified via and then viewed by all employees from a simple web browser. You can track document receipt, reading and acceptance of new policies automatically and then issue reminders when overdue. Greatly reduces errors, compliance risk and legal costs associated with poor control over paper based HR processes. Reduces administration, filing, copying and archive storage costs. Related products FileStore for records management FileStore is an easy to use web based employee file records management solution to securely store all of your employee records. FileStore can hold scanned paper, fax, or MS Office files and each file is time and date stamped to maintain an end-to-end audit log of who did what and when. Access to files can be controlled by HR Managers independently of any internal IT staff to maintain confidentiality. FileStore for business process automation Most HR systems manage basic employee record keeping quite well but they are poor at handling the mass of paper driven form and document processes such as joiner, leaver, disciplinary or performance review information. These can all be managed automatically by FileStore to ensure that HR staff and Departmental Management teams follow internal and mandatory legal procedures correctly and the risk of staff disputes, tribunal and legal costs are minimised. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals A web browser or mobile device document capture solution which lets distributed HR staff and employees scan in documents or file s. Automatically extracts employee name and details allowing automated filing to be done. Our web & mobile device capture solution allows contracts and other signed documents to be enacted immediately by the employee and then returned to the HR team for action in a reduced time scale. Kofax software Kofax Capture gives you a common enterprise scanning platform which integrates high speed scanners, multi functional devices (MFDs), fax machines and . Employee files can now be stored digitally rather than in paper form. Kofax Transformation Modules (KTM) software can automatically classify HR documents and then extract content making entry into back end HR systems faster and more accurate. Gate Gourmet case study Gate Gourmet is the world s largest independent provider of catering and retail solutions for airlines and rail companies including services for lounges and business aviation Gate Gourmet wanted to review and centralise a number of business processes including accounts payable, HR and health and safety as the company were experiencing typical problems with paper driven approval and record keeping which had to be coordinated over multiple office locations. In summer 2009 DCS began working with Gate Gourmet as the company s preferred vendor for generic document imaging, document management and workflow technologies. DCS provided an installed FileStore solution at Gate Gourmet s offices near Heathrow which addressed HR record keeping problems. All employee records are now digitised and controlled in a central and secure digital form and HR processes can also be automated and integrated with other back office systems. The company wide solution has made HR record management much more secure and full control over data protection and access is made easy with automated file plans for employee files. s and MS Office documents can also be stored in employee files in their original form without printing which gives a single record of all information relating to an employee. A key point for selecting FileStore was its flexibility compared to purchasing many different point solutions, FileStore is therefore now being rolled out across the company to also manage health and safety records and accounts payable functions by re-use of the same platform. Recession puts the spotlight on HR and as personnel costs represent on average 35% of total operating expenses it is essential to have accurate information on your employees performance and status. Source 2008 PriceWaterhouse 35%

7 12 13 Claim processing solutions DCS s claim processing solutions can handle insurance, PPI, warranty or other claims processes from initial application to closure. Automating the claims process minimises the time it takes to process a claim and as a result it reduces the administration cost per claim typically by 10-15%. Claims involve lots of paperwork and also external parties to assess, audit and sometimes defend in court. The paper trail can therefore be extensive and it is critical that this is handled efficiently and with minimal cost to preserve profits and retain customers. A flexible solution to suit your existing processes No matter which sector or type of claim process you handle, our claims process automation solutions will give you greater control. You can outsource the claim document handling as a fully managed service so DCS can receive claims on your behalf, alternatively, DCS can install the relevant software alongside your current systems so that you can maintain this process in-house. Benefits to your claims team Digital claims documents are automatically filed and distributed which means your team can access information easily and quickly. Teams based in multiple locations can all access the same information so remote adjusters or solicitors can work on the same files, speeding up claim processing. Customers can see and submit claims documents online which reduces claim team workload and promotes better customer service. Print to PDF scanned documents fax inbound faxes CAPTURE system reports/forms NOTIFICATIONS spreadsheets word processing documents SMS PDF documents letter FileStore or SharePoint content repository Benefits to business managers Easier to identify invalid claims at an early stage as the system can automatically validate and verify claims with existing customer and claim records. All of our solutions work alongside existing systems and data meaning you can expand upon your automated document workflow capability with the minimum of change and costs. Having instant and structured access to the correct information gives your business an advantage over the other party which may not be as well organised. Significant reductions in administrative costs and processing time due to the service being automated. Reduced invalid or fraudulent claim costs as these claims are identified earlier and information is validated and worked on faster between different systems and parties. Better customer retention as service levels are improved. FileStore BPM Process visibility INTEGRATED RETRIEVAL Underwriting Claims Management Loss Adjusting Accounts Payable & Financials Human Resource Management Policy Services Mergers & Acquisitions Risk Management & Actuary Services Legal and Compliance VIEWING FileStore or SharePoint Web services Related products FileStore for records management Record management for all your claim documentation whether in scanned, , fax or other formats. FileStore gives best practice records management capability to ISO15489 and legal admissibility compliance with BS BIP0008. It allows external claim partners to share access to the claim documents so files can be worked on across multiple departments and locations. FileStore for business process automation Automates the claim process and works side by side with your existing systems to ensure that exceptions are quickly identified, fraud is reduced, customers are kept notified and costs per claim are minimised. Your claims processes can quickly be drawn out in MS Visio and then adapted as new products are added or existing ones modified. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Our web & mobile capture solution lets distributed claim teams, assessors, service partners and even customers scan in documents themselves directly into your claim process. Claim ref details and document types can automatically be identified and then the information automatically routed to the appropriate person. s can have key content words and phrases identified and extracted from their header, body text or attachments. Kofax software Prepares and converts claims and related documents into a digital format before extracting and validating the relevant content ready for actioning by your claims team or external adjustors or legal partners. Kofax software integrates incoming streams of claim information from paper, fax, or even SMS allowing it then to be initiated as an automated process. Chartis Insurance case study Chartis (now known again as AIG) are one of the world s largest insurance companies with 40,000 employees worldwide who serve more than 45 million customers in over 160 countries and jurisdictions. Chartis in the UK wished to centralise the document handling for their different insurance products so that customer service could be improved and business overheads and fraud reduced. Although an existing supplier had been involved with Chartis previously, Chartis were unhappy with the implementation and after discussing their requirements with a number of other companies, they contracted with DCS to take over the support of their existing Kofax Capture system at their Croydon and Birmingham sites. Although DCS had inherited another supplier s system it was quickly and smoothly taken over and then additional technical recommendations were made on how to improve and develop the system to achieve further benefits. A significant part of the integration DCS performed was with multiple back-end systems which included legacy claims management systems and IBM Content Manager. The system now processes over 10 million documents per annum approx. 30% of which are in electronic and format. Chartis now experience faster customer response times within the same day which was not possible before and work flows have been standardised and centralised removing uncontrolled paper documents from the claim process. Enhanced reporting and tracking of claims has also been achieved making auditing and tracking of claim loads and specific claim status much easier. Irwin Mitchell, Chartis and Warranty Direct all use DCSs claim processing solutions to automate their business processes to drive down costs and reduce risk. Call us now to discuss what benefits they have realised and how we can do the same for your own business. Call us to discuss:

8 14 15 Case management solutions Organisations such as law firms, wealth management specialists, insurers, debt collection agencies and medical institutions handle vast amounts of case file documents on a daily basis Any organisation which handles client cases will benefit from having a highly accessible record of every document associated with each case. DCS s case management solutions provide document and workflow management so you can securely record each transaction and maintain a digital case file that tracks each stage of the process. Cases will be stored in a virtual library where every communication between your company, business partners and your client is recorded, tracked and itemised. A solution suitable for a full range of applications DCS s case management solutions are suitable for a range of sectors including legal, financial, service companies, social care, medical and insurance. DCS provide a tailored service so our experts will ensure that the solutions are designed to suit your processes and will be fully integrated with any existing systems you have in place. do not duplicate your existing case management systems but they augment and improve their capabilities in the areas of records management, document/ information capture from multiple channels and process automation for routing, approval and collaboration with remote partners and staff. Benefits to your case management team Provides a complete history of every step, action and event related to the case so you can have up to the minute details as and when required. BRANCH OFFICES MFDs Key team members and external parties can easily collaborate on cases by accessing the complete case history from a web browser. This aids decision making and can bring cases quickly and accurately to a close. Case information won t be damaged, misplaced or misfiled, eliminating manual errors and increasing case security. Case information can be compartmentalised and team members in all departments can request access via audited channels and processes. Benefits to business managers Enables superior analysis of customer behaviour as complete case histories can be accessed in an instant and this analysis can improve case success rates and develop better business practices. Controls who can access confidential information and creates a comprehensive audit trail for enhanced case security and data protection. Automated discovery features allow documents, s and electronic files to be classified and content searched quickly. This speeds up and reduces disclosure costs. Integrates with existing legacy systems to give greatly improved case management workflow and record management. HEAD OFFICE Reduces administration costs as case management processes are automated. Scalability means that you only pay for the solutions which are right for your organisation at the time you need them. Can be implemented from either capex or operational budgets as a simple cost per transaction or per person solution. Related products FileStore for records management Manages document storage, security and user access so that teams can securely collaborate on cases from multiple locations. FileStore can be easily integrated into existing systems to give you tailored document storage and records management facilities. FileStore for business process automation Automates work processes and works side by side with your existing case management system. Stages, escalations and notifications can be automatically coded and are easily defined and changed using Microsoft Visio to map out case lifecycle and process flow charts. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Our web & mobile device capture solution lets distributed case management teams, assessors, service partners and even customers scan in documents over a web client into our solutions. Case ref details and document types can automatically be identified and then the information automatically routed to the appropriate person. s can have key content words and phrases identified and extracted from their header, body text or attachments. Kofax software Prepares and converts case documents into a digital format. Information can be classified and content automatically extracted making workflow initiation, disclosure and ongoing case preparation work faster. NHS Litigation case study The NHS Litigation Authority manages and issues funds for litigation cases brought against the NHS and their associated organisations. NHS Litigation approached DCS to help them improve the way current live files and inbound mail were managed. The overall business goal for the authority was to reduce the cost in management of the case files including enabling the authority to move to smaller premises which had limited space for paper files. The organisation also wanted to reduce risk in non-compliance with specific regulations. They had a multitude of files to deal with including 12,000 clinical and 7,000 nonclinical files and each file contained hundreds of documents. To add to this, the authority manually moved about 1,600 files per day, in and out of the on-site store and dealt with 6,000-7,000 items of post per week. The Authority already had a case management system (CMS) in place which managed all of the live and historical litigation cases and acted as a document repository as well as completing task scheduling, tracking and reporting. The authority wanted to keep the main CMS application, and asked DCS to provide the document imaging, routing and application integration elements. DCS provided an automated mailroom solution based around Kofax Capture which digitises all inbound post. The Kofax system then classifies mail by content automatically and then routes it to relevant channels in the CMS application. The Authority experienced a dramatic reduction in administration costs, saved on document distribution and eliminated access problems for remote workers as staff could access files electronically from multiple locations. The Authority also saved money and space by removing the need for physical storage at the new premises, whilst still meeting the business requirements of having access to the files within 24 hours. The Authority now also complies with BIP0008 which is the best practice standard for the legal admissibility of scanned documents.

9 16 17 Fax and communication management solutions DCS s fax and communication management solutions reduce the cost and hassle of maintaining a range of independent communication channels by incorporating inbound and outbound channels into one central system. Fax lines can be rationalised and reduced and communications with customers and business partners improved by integrating the latest event driven and SMS services with your legacy systems. Communication management to suit your company and your customers Our flexible solutions allow your company to exchange information in the formats most suitable for your employees, suppliers and customers as the system covers all types of communication including telephony, fax, telex, s and attachments and SMS. Information can be communicated quickly, accurately and reliably as it is done automatically against a trigger event rather than relying on a manual process. Kofax Communication Server (KCS) integrates the incoming and outgoing information from all your different channels through one system with definable rules, routing and auditing. Least cost routing is enabled via existing LAN/WAN channels wherever possible so that expensive fax lines can be aggregated to save costs. As an example, an incoming sales order fax can have the order information automatically extracted and then an instant and/or SMS confirmation sent back to the customer without any human intervention. A stock trade instruction can automatically be filed and logged and also forwarded from a local office to a remote back office team via . Fax Voice Kofax communication server This goes far beyond traditional telecom focused solutions such as Cisco, Avaya or Microsoft and augments those with document handling and infrastructure/system integration functions which were not previously possible. KCS gives you state of the art, robust messaging to all of your existing back office systems allowing a much greater degree of customer and partner interaction than ever before. Benefits to business managers Communications can be classified by different trigger events and then tracked according to compliance regulations to make monitoring the progress of interactions straightforward and secure. Reliable, fully scalable and used by banks, trading houses and distribution companies worldwide. Automating communications means that information can be exchanged quickly and accurately and without the expense and holdup caused by manual errors. Integrates different channels of business communications including paper, fax, SMS, telex, telephone and . ERP/ CRM/ ECM/ Workflow Kofax Capture Reduces the cost and administration of maintaining many different fax lines which in the case of branch offices may have minimal use. These can be converted over Internet Protocol or centralised via our managed service at a low cost per fax charge. Reduces trading costs as transactions can be automated and confirmations made instantly. Profit loss from errors and fraud are greatly reduced as a fully validated and visible transaction log is maintained across all channels of communication. Can capture and understand the information within the voice message, fax or communication using it to initiate ongoing transactions or routing. Related products Kofax communication server The server can be installed in-house or supplied as a service by DCS and charged at a per transaction rate. The Kofax Communication Server links with any existing systems you may have including Cisco, Microsoft, Avaya, SAP, IBM or Oracle. FileStore for business process automation Orchestrates your communication processes which are configured in the Kofax Communication Server and works side by side with your existing systems. Stages, escalations and notifications can be automatically coded and are easily defined and changed using Microsoft Visio to map out your processes in graphical flowcharts. United Health Group case study United Health Group is a leading health care company, serving more than 75 million people worldwide. Their services touch on virtually all areas of healthcare including individual and employer healthcare, technology services and pharmaceutical and consumer services. United Health Group approached DCS in 2010 to look at ways of effectively dealing with a new contract they had won for the handling of GP referral letters. The letters were mainly being received via fax although some also arrived via post or which meant multiple channels were receiving, managing and processing the documents in different ways which caused errors, major administration costs and delays. DCS recommended Kofax s Communication Server to handle the different incoming streams of information and these are then processed with Kofax Capture and Kofax Transformation Modules which extract the patient information and pass it on for appointments to be made and archive storage in United Health Group s EDM system. allows United Health Group to handle referrals faster and at lower cost and also to retain an accurate digital archive of the documents for ongoing access by consultants or other medical staff. SMS, MMS Desktop MFPs, Fax devices Public interfaces messages In / Out Enterprise infrastructure origination and termination Communication record storage for compliance

10 18 19 Sales order processing solutions DCS s sales order processing solutions ensure orders are dealt with quickly and accurately, which speeds up the revenue cycle, helps to retain customers and increases repeat business. Sales orders are automatically captured and processed through a single managed stream irrespective of whether they arrive via web, fax, post or . Order data is automatically extracted, validated and then processed according to your internal rules. Clean data is seamlessly integrated with your enterprise resource planning (ERP), CRM and sales processing systems but now you can easily create and manage in MS Visio workflow processes, approvals, escalations, exceptions, returns and communication processes automatically. Customers can track orders, view stock levels, handle returns and see order document information through a customer portal so they can access real-time data on current order status. Our sales automation solutions can be installed on your own servers or you can outsource the receipt and processing to us as a fully managed service on a simple on-demand cost per order charge. Easy integration gives fast results can be integrated with all widely used back end ERP systems including SAP and Oracle or integrated with SQL data tables and other legacy systems with minimal changes required. Order information can also feed into sales CRM systems giving Account Managers instant visibility of their clients order pipeline. Benefits to your order processing team Simple real-time tracking dashboards enable order processing teams to monitor orders received via any channel from the moment they re received to when they are fulfilled. Errors and exceptions are instantly flagged so they can be corrected or notified to the client without delaying the order. Automatically redirects time critical or complicated orders to specialist team members who can prioritise them. Reduces customer queries as customers have access to real-time order status information via a web portal, or SMS. Benefits to business managers Simplifies the order approval process as orders which require multiple approvals from staff in different locations can be easily dealt with electronically and automatically. Increases customer satisfaction and therefore can increase repeat business as orders are dealt with quickly and accurately. Customers are also kept informed of any delays or issues as and when they arise. Allows orders received from multiple channels and regions to be handled via a single system. Different business rules are easily configured for new products and existing ones quickly changed to match changing product lines or special offers. Joins up staff and disparate processes, systems and databases in different departments and offices allowing a complete overview of the customer and the sales process to be taken. Automates the sales process which speeds up order processing time and shortens the revenue generation cycle, bringing more money into your company quickly. Related products FileStore for records management Manages sales order document storage and can be integrated easily with existing systems. Now you can centrally store the whole end-to-end sales transaction information from quotes to invoices in one auditable and secure location. FileStore for business process automation Automates your sales order processes so that product configurations, credit applications, approvals, returns and other stages can be automated, tracked and escalated quickly when exceptions or bottlenecks occur. Automated communication and integration between other back end systems is easy to do via SQL, XML, web services or a range of other methods. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Our web & mobile capture solution lets customers submit paper or sales orders which can then have the order details automatically extracted to create a sales transaction in your back office order processing system. Kofax software Streamlines order capture by digitising paper, fax, or web orders and then extracting line items, customer information and validating against customer, parts and stock tables. The Kofax Communication Server allows seamless communications with your customers and distributors via event driven and SMS messaging. Laithwaites Wine case study Laithwaites Wine delivers to over 700,000 customers and has a huge network of supplier contacts. Having grown the business over the past 40 years, Laithwaites have built their reputation on the quality of the wines they sell and their excellent customer service. The key to Laithwaites continuing success is their mailroom, where over 360,000 orders need to be processed every year. The cost of handling all these orders can be very high as they include staff and overhead costs and Laithwaites asked DCS to help them reduce these costs with more efficient sales order handling solutions. DCS provided Laithwaites with an outsourced sales order processing solution where DCS now receive all orders and process them to strict SLAs on a daily basis. Orders are opened, scanned and data is captured and uploaded to the client ERP system ready for fulfilment. In addition, DCS also handle the processing of payments such as cheques which sometimes accompany the orders. Laithwaites can now consistently and accurately manage orders throughout the year, even during peak volume periods such as before Christmas. The effect of this has reduced the company s mailroom costs while improving efficiency. The sales order processing solution also allows for weekly reporting, ensuring Laithwaites maintain overall control and visibility. Promotes other products automatically with cross-selling and up-selling messages encouraging customers to add further purchases to their order. Lowers the cost of order processing as many of the procedures are automated. Documents can have customer ID, address, order refs and any other content automatically extracted so that they can be routed immediately to the correct sales advisor. Credit applications, complaints or survey forms can also be handled giving you a seamless way of handling all of your key sales related documentation within one processing platform. Greatly reduces high exception processing costs which require manual input from multiple people and departments as information is shared, escalated and routed instantly.

11 20 21 Shared service centre solutions DCS have helped many BPO companies and shared service centre startups to automate their paper based processes to obtain maximum efficiency, lowest costs and a high quality of service. Our cloud based or on-site processing platform and flexible set of record management, business process automation and capture components allow shared service centres and BPO organisations to rapidly build their own branded solutions to serve their client project needs. Tailored advice and a flexible solution A DCS Consultant will discuss the options available to your business and help you to decide whether a dedicated inhouse shared service centre or a fully outsourced service is the most suitable for you. In-house centralised service centres complement many existing applications and can be tailored to suit your business. Alternatively you can minimise overheads and only pay for what you use with our outsourced service which comes with a low cost per service item charge. If you are a BPO operations company then our technology solutions can help you manage service contracts in the most efficient way and we currently provide technology enabling services and fully rebrandable software solutions to many of the world s largest BPO organisations. Our shared service centre (SSC) technology solutions ensure you maximise profits and maintain ongoing customer satisfaction. Don t re-invent the wheel Why develop your own SSC operations platform when we can rapidly engineer a state of the art web based SSC/BPO platform for you which can be re-branded for your own project specific functions? Capture documents CAPTURE AT THE BRANCH Reduced shipping costs Improved customer service Benefits to business managers Improves efficiency by easily and cost-effectively automating many existing business processes. Eliminates paper documents and provides secure and accessible electronic documents which can be accessed quickly and easily by multiple users and from multiple locations. Improves business compliance and risk management as all documents are audited, tracked and secured in a central location. Our products are completely modular allowing mashup solutions with existing systems and processes to be achieved quickly and simply. Reduces duplicated business functions as these are now centralised in the most efficient way. Improves staff productivity and reduces paper routing costs as all electronic documents can be effortlessly accessed. Allows business process automation to be added which further reduces costs. Add state of the art cloud based functionality and per click billing/reporting to your projects instantly without any up-front capital costs. Transform to digital AUTOMATED PROCESSING Reduced labour costs Improved accuracy Account Number Date 3/12/2008 First Name Alan Last Name Robinson Related products FileStore for records management Shared processing also requires shared records storage. FileStore gives secure web access to business documents and ensures that audit trails and business compliance rules are maintained. FileStore for business process automation Automates your ongoing business processes and allows you to offer even greater value and business efficiency to your internal clients. FileStore organises information, documents, approvals and rules ensuring transactions are processed in the most efficient way. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals A fully web based document and capture solution which allows ad-hoc distributed capture of documents into a process flow. Documents can be automatically classified by type and also have key content information such as ref ID, name, subject extracted for ongoing automated routing to the correct team. Gives granular reporting on usage for charge backs. Kofax software Transforms your paper, fax or transactions into structured, classified and validated business information. This is a key stage in implementing a shared service centre as information can be routed quickly to the different business divisions and also ensures that service levels are maintained. Research Councils case study The Research Councils are a collection of public bodies in the UK which invest tax payers money in science and research. Each year the Research Councils fund around 2.9 billion in different areas of research and training. The Joint Reprographics Services (JRS) is the shared service organisation which deals with form handling and document scanning solutions for the Research Councils. The Research Councils approached DCS to advise them on the implementation of a mail scanning solution at the core of a new shared service centre to be used by the five Research Councils in Swindon. The shared service centre needed to handle millions of documents per year including invoices, funding applications and HR forms. The digitised documents then also needed to be integrated with multiple back end EDM systems including SharePoint, Objective and Oracle UCM. DCS developed a strategy for document capture which could then be gradually rolled out and developed across all the Councils and their associated offices. Five remote scanning systems were connected into the central service over the wide area network and the system now handles thousands of pages per day which are scanned and automatically indexed. A Kofax enterprise configuration on mirrored servers gives a high level of resilience and greatly reduces the risk of downtime. More recently, Kofax s KTM software has been added which gives intelligent content capture and minimises manual keying of data into back end systems. The Research Councils have experienced increased staff efficiency and productivity which has reduced mail processing costs. Other benefits include an improvement in traceability, tracking and visibility of documents thanks to the common automated mailroom system which now services all their EDM systems. Improved compliance Faster processing times Deliver electronically Fewer human steps Improved compliance DCS s mailroom technology and expertise has helped the Research Councils to implement an efficient shared service centre which centralises all common back office functions. Their solution unifies document capture across all of our locations and systems. Katie Yeates, Document Process Manager - JRS

12 22 23 Governance, risk management and compliance solutions Businesses are increasingly being more closely monitored and regulated so it s vital that correct procedures and best practice guidelines are followed to ensure your company operates in accordance with regulations, laws, best practice standards and contract obligations. DCS can work alongside your company to provide solutions which ensure that your records management and workflow comply with the necessary legislation and follow best practice guidelines. DCS Consultants will analyse your current records management, business process rules and also any regulations or standards you need to comply with and then advise on the best way to meet them, reduce noncompliance and implement and manage updated processes with the lowest possible costs. DCS s compliance solutions can help you address: Legal Legislation Mandatory for all organisations and includes HMRC records, Data Protection Act, Freedom of Information and health and safety records. Industry Legislation Mandatory for companies which are members of particular organisations and are required to maintain membership or certification to carry on trading. Industry Best Practice Enables companies to demonstrate that they operate to independently set quality standards such as ISO, ANSI or British Standards. Internal Compliance Ensures that all team members are aware of business processes and standards and understand how to use and follow them. Corporate Governance Corporate Governance is a board level responsibility which requires business systems to monitor all activities and processes and to take action when policies are not followed. Risk Management Includes all procedures, measures and systems put in place to monitor and control threats to a company. Benefits to users Compliance is implemented in the background with no effort on the part of the end user. Manual filing processes are eliminated with all of the associated risks of loss and errors. Retrieval of old records is made quick and easy via web based client software. Records can be compartmented according to a team or user s involvement. Benefits to business managers Reduces the risk of legal action being taken against the company. Reduces fraud, information leaks and uncontrolled access to sensitive information. Ensures policies are easily available, understood, invoked and then followed. Creates a full audit trail of who did what, when and why which is automatically maintained. This is then quickly and easily monitored by compliance officers and disclosure made if required. DCS s audit services can handle audits with greater impartiality and allow managers to focus on their core business activities. Cuts the cost of compliance processes by automating policies, monitoring, escalations and identification of non-conformance. Reduces the cost of audits and discovery. Makes changes to compliance procedures quick and easy to implement via automated workflow. FileStore for records management FileStore ensures that records management file plans, dispositions and audit trails are automatically assigned to your key information so you have a complete picture of who did what, when and why. FileStore is in use by many Government, Banking and Legal organisations and its award winning compliance features are unsurpassed. FileStore for business process automation Automates your ongoing business processes and ensures that people follow the correct process rules with the correct submitted documentation. Escalation, routing and content checking can all be handled automatically allowing it to support your internal compliance and governance frameworks. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Our web & mobile device capture solution allows distributed staff, remote offices, faxes, s, MFDs to all have their documents integrated into common company process flows and final repositories. Even partners, customers and home workers can use this simple capture platform to ensure that bringing paper into your compliance systems is quick and easy. Kofax software Paper is impossible to track and process efficiently and the answer to this is to scan and convert it at point of entry to your organisation into a digital form. Kofax Capture holds a full archive history of your documents during this process and allows a common compliance framework to be applied to paper, , fax and any other documents which enter or leave. Banca Intesa Sanpaolo case study Banca Intesa Sanpaolo is a banking group resulting from the merger between Banca Intesa and Sanpaolo IMI. It has leadership in the Italian market and a strong international presence focused in Europe. In 2007 Intesa Sanpaolo approached DCS to provide a solution which would improve the validation of signatures on cheques from their account holders. This was a key compliance task required to reduce fraud and money laundering and was currently a manual process requiring retrieval of specimen signatures and then comparison to the presented cheque. With a high volume of cheques being presented each day it was essential to both minimise the time taken to process cheques and also to ensure appropriate compliance was in place. DCS implemented a customised Kofax Capture system which presented signatures from scanned cheques next to the original specimens which could automatically be retrieved by reference to the account number. This speeded up the checking process and also allowed a full audit trail to be held of the cheque image and the person who handled the checking process. After checking, the scanned images are then forwarded for further approvals if necessary and finally stored in a FileStore repository allowing for later instant audit access if necessary. The system has proved very successful and Banca Intesa Sanpaolo are now looking to roll it out to Hong Kong and other countries. An automated signature comparison system is also being considered to further optimise throughput. The average cost of compliance with FSA legislation was 1.6% of non-regulatory operating costs Source - The cost of compliance - Europe Economics %

13 24 25 Records management solutions DCS s records management solutions allow companies to implement a full lifecycle management of their key business records. DCS s solution helps Records Managers and their teams to put ISO15489 best practice policies in place and make file plans, record declaration and disposition an automated and easy to follow process. Simple records management for all industries DCS offer a range of consultancy services to help companies develop and implement a corporate records management policy. Records management to some extent is obligatory to all organisations but is especially crucial for medical, legal, finance and government sectors. Once the file plan and related processes have been defined we can implement them into our FileStore Electronic Document Management (EDM) or a SharePoint solution and provide an ongoing annual or quarterly audit contract to check compliance against ISO and/or other policies. 3 pilot projects for records management reported: Time retrieving documents reduced from 19mins to 5mins; Time to file a document reduced from 76mins to 19mins per person per week; Average reduction in re-work reduced from 22mins to 6mins per person per week. Source The National Archives Guidelines on the Realisation of Benefits from Electronic Records Management Lifecycle of Information Benefits to users Compliance to ISO15489 or your own records management schema is implemented in the background with no effort on the part of the end user. Manual filing processes are eliminated with all of the associated risks of loss and errors. Retrieval of old records is made quick and easy via easy to use web based client software. Records can be compartmented according to a team or user s involvement. Benefits to business managers Compliance is automated so records can be declared at point of creation which reduces errors and risk. Automated records processes greatly reduce the cost of compliance. Records can be found quickly on multiple fields or specific content keywords. Prevents documents from being misfiled, damaged or lost which improves compliance and record security. Cuts the cost of records management processes and compliance by automating policies, declarations and dispositions. Reduces the cost of audits. Makes changes to records management procedures quick and easy to implement via automated workflow. Related products FileStore for records management Businesses in all sectors can achieve their record management goals with FileStore. FileStore offers comprehensive audit trail and compliance functions allowing quick and low cost implementation of ISO The specially designed ISO15489 module allows file plans, record declaration, disposition and security to be set-up to match your company s requirements. FileStore for business process automation Workflows are easily created using Microsoft Visio and the core server is scalable, allowing it to handle millions of records with high levels of flexibility. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Allows paper, fax and records to be automatically captured and then different record types identified according to content. File plans can then be automatically assigned. Kofax software Enterprise capture platform allows records management capture, filing and declaration processes to be applied globally across a wide range of information channels including MFDs, , paper and fax. ATOC case study The Association of Train Operating Companies (ATOC) represents passenger train companies operating in the UK. ATOC provides services such as National Rail Enquires, rail discount card management and they license rail travel agents amongst other railway related services. ATOC are responsible for a significant amount of important documentation and have to handle in excess of 10,000 files a week which was causing a number of record management issues. The cost of storing these documents in central London was also becoming prohibitive. With up to 12 different departments involved in individual projects, multiple copies of work in progress were generating significant amounts of paper. The legal nature of ATOC s work often requires strict compliance protocols and auditing procedures which meant that considerable resources were spent on locating, photocopying and distributing paper documents. Although ATOC has previously invested in an EDM system, this was seen as too costly, hard to use and complicated to roll out across the whole organisation. Following a detailed on-site review and discussion with the ATOC staff and technical team, DCS recommended implementing a customised FileStore solution. Once the software was in place, DCS scanned and imported the 10,000 file record library in just five days. DCS have worked with ATOC since 2006 and since then have also implemented an automated document workflow across all departments to provide a solution for a range of business processes including finance approvals and expense submissions. Information Capture Permanent Record Time-Limited Current Information Processing Semi-current information >10% The Archive Final Review DCS s solution helped to increase staff efficiency and productivity by substantially reducing the end-to-end record management and life cycle costs. also improved the traceability, tracking and visibility of critical documents and gave ATOC substantial overhead savings as a direct result of reduced paper usage. Transactional Information Processing Destroyed as Updated 90%+ Destroy One of the main advantages of the DCS solution is that rules and system protocols for security, access control and workflow policy can be added as we go along. This works well for us as it means we can evolve the system at a pace which suits our organisation and our users. Chris Gould, IT Manager - ATOC

14 26 27 Document management solutions Businesses view and process thousands of documents every day and storing and managing these documents can be time consuming and costly. Document management software can help you to capture, manage, share and store documents so you have complete control over all your company s information. Flexibility to choose the solution which is right for you DCS s solutions for document management focus on our own FileStore record management platform. FileStore is usually implemented where secure audit trails, process driven workflow and a hosted Software as a Service (SaaS) or fast rollout are required. FileStores business process automation functionality can be added on to automate document processes and leverage further benefits for your organisation. Secure and dependable FileStore is used by thousands of people worldwide and has been tested by the UK Government s Centre for the Protection of National Infrastructure (CPNI) who also use it for their own management of documentation across the organisation. Companies who use FileStore as a SaaS / Cloud platform or installed system include ExxonMobil, Natural England, Savills, Bentley Motors and a large number of local and central government departments. Benefits to users Documents are filed in a central location, allowing easy access to data from anywhere in the world. Easy to update, administer and audit your documents. Removes uncontrolled network folder structures and filing schemes. Eliminates paper and wasted time from your business processes. Benefits to business managers Improves staff productivity as team members can quickly search for and find documents. Enhances document safety and security as the single secure location for documents can only be accessed by authorised team members. These vaults can also be divorced from IT Department access if required. Existing legacy applications can be easily image and document enabled adding much greater value but with minimal impact and cost. Allows fast compliance with new business legislation. If you choose our SaaS / Cloud platform then you are secure in the knowledge that all data is held in the UK by an ISO27001 certified company. Reduces document management and storage costs. Reduces time taken by staff to find information. Cuts operational costs of transaction processing, approvals and exception handling. Related products FileStore for records management FileStore EDM gives you the core capabilities to address virtually any document management issues you may face within your business operations. FileStore is in use by thousands of users worldwide and is a proven and robust solution for any Enterprise application. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Allows paper, fax and records to be automatically captured from an easy to use web or mobile device client and then different document types identified according to content. Filing and metadata assignment is automatically done. Kofax software Kofax Capture allows paper documents, faxes and other business information to be transformed into digital form and then stored in either FileStore or SharePoint. Bentley Motors case study Bentley Motors is part of the Volkswagen Group and one of the most respected motor vehicle manufacturers in the world, producing prestigious cars by hand at their headquarters in Crewe, Cheshire. In 1998 the Volkswagen Group acquired Bentley Motors and with the release of the new Continental GT model production levels rose rapidly from 1,000 cars a year in 2003 to over 10,000 cars a year in This increase in productivity resulted in Bentley s finance department coming under pressure from increased volumes of supplier orders and associated invoices which needed to be processed. Bentley therefore contacted DCS to help them handle their invoice documents which were increasing by approximately 50,000 year on year and were currently processed manually. Added to this was the complication that Bentley s suppliers were based in many different countries worldwide and documents were received in multiple languages. DCS implemented FileStore software as a cost effective solution which could be expanded easily to allow for any future changes required by the financial team. FileStore is available to over 2,000 site staff and is integrated with corporate workflow and SAP ERP systems giving cost effective document enabling to existing applications. has greatly improved the throughput per person of processing supplier invoices and at the start of 2008 the system was expanded to also manage all of Bentley s chassis management documents with additional user, failover and test server licences. Our SaaS / Cloud platform has no capital costs and can be billed as a fixed cost per month or as a simple per document use charge. Information overload: Knowledge workers spend between 15 and 30 percent of their time searching for information and these searches are successful less than 50 percent of the time. Source - IDC Research % 15-30% Within a few weeks we had increased the throughput of our accounts payable team by 50% with the same number of staff. A new staff member was also achieving these levels within two days of joining due to the ease of use of the system. Steven Reeves, Accounts Payable Manager - Bentley Motors.

15 28 29 Business process automation solutions Every day businesses have to process information which, when done manually, can take a considerable amount of time such as client account opening, invoice processing and expense submission and approvals Business process automation software automates these common processes for you, enabling you to handle more information and manage workflows in a more efficient way. Straightforward work tasks can be handled with minimal human intervention and difficult exceptions can be handled sooner and at lower cost. At every stage of your process, managers can instantly see bottlenecks, team workloads, team throughputs and KPIs via dashboards allowing them to quickly action changes and improvements as required. Benchmark your processes DCS s qualified process experts will benchmark your existing processes and talk to you about the improvement goals you wish to set. We will then prepare a report presenting options and budget costs for different viable solutions such as process improvement, technology improvement and/or in-house vs outsourcing. Where process improvement via technology has been identified then our FileStore For Business Process Management can be configured as a proof of concept and then benchmarked against your existing process methods to determine the benefits before any further investments are made. What is FileStore? DCS s FileStore platform is a web browser accessible solution designed to handle the automation of simple or complex cross-system processes. Business processes are quickly sketched out as graphical flowcharts in Microsoft s Visio designer and then, after forms, views, escalation and participant information have been added, the workflow process can be saved to the server for use across the business. Eliminate paper Capture documents electronically, eliminate lost files and reduce physical storage requirements. Benefits to users Speeds up regular business tasks and allows staff to focus on more problematic exceptions. Keeps track of your work tasks and highlights critical items automatically. Allows you to see the current status of your work items and if there are any delays. Benefits to business managers Instant visibility of problems via red, amber green flagging, message notifications and dashboards. These allow managers to be notified clearly and quickly when needed. Improves business process efficiency and customer service levels. Ensures optimum resource utilisation and productivity by dynamic workload balancing and throughput monitoring. Ensures that work processes follow standard rules and when exceptions arise they are quickly escalated and tracked to resolution. Reduces costs per transaction, errors and associated loss of profits. Our SaaS / Cloud platform has no capital costs and can be billed as a fixed cost per month or as a simple per transaction use charge. Manage business operations more effectively Improve business performance by gaining visibility and control over operational functions Manage information Ensure vital documents and corporate records are secure, accessible and managed throughout their life cycle. Streamline processes Gain efficiencies and ensure compliance by standardising and automating business processes. Empower people Increase productivity and decision accuracy through a single view of disparate information. Optimise operations Prioritise work, adapt business rules and fix bottlenecks in real time. Leverage existing investments Integrate and extend existing legacy line-of-business systems and repositories Integrate organisations Rapid expansion of process functionality across departmental and organisational boundaries. Related products FileStore for business process automation Automates your ongoing business processes and allows you to offer even greater value and business efficiency to your internal clients. FileStore organises information, documents, approvals and rules ensuring transactions are processed in the most efficient way. FileStore for records management FileStore allows you to manage business documents and s which are related to your business process transactions. FileStore has robust security and compliance capabilities which are in daily global use by some of the world s largest companies. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals Allows paper, fax and records to be automatically captured from an easy to use web or mobile device client and then different document types identified according to content. Filing and metadata assignment is automatically done. Once in digital form information can be easily incorporated as part of an automated process workflow. Kofax software Kofax Capture allows paper documents, faxes and other business information to be transformed into digital form and then stored in either FileStore or SharePoint. Once in digital form information can be easily incorporated as part of an automated process workflow. By using a business process automation solution you can cut invoice approval cycle times by between 20-30% Source 2008 Gartner research Accounts Payable Invoice Automation Report Savills case study Savills Property Management Services provide global property management with expertise in all areas of asset, property and facilities management. Their clients include institutional investors, property companies, plus private and overseas investors. Part of Savills continuing success requires fast, accurate and cost effective supplier invoice management of over 100,000 invoices per annum. Traditional invoice processing was expensive and with staff being based in many offices, approval processes were slow and prone to loss of documents. DCS implemented an automated invoice capture, matching, routing and approval solution using DCS s award winning FileStore record management and business process automation software. The automated approval system also has a bespoke back end for easy integration with existing applications. In addition to the on-site system, DCS also receive all of Savills supplier invoices via their mail receiving centre at Slough and invoice images and data are then uploaded into Savills system on a daily basis. The complicated matching and approval process was implemented within a cloud based FileStore platform and this has now also been rolled out to other European regions and functions each with their own business workflow processes and mobile device approvals. Savills have experienced a reduction in both data entry and processing costs coupled with an increase in processing accuracy and a reduction in processing time. In addition, the new system allows new regions and process changes to be quickly implemented as they are not hard coded into a traditional P2P solution. Plans are now being developed to extend the existing platform for use in related credit control areas leveraging existing IT investment and skills.

16 30 31 Business process outsourcing Most businesses are constantly looking at how they can focus on their core processes and outsource peripheral functions to service suppliers who can usually handle them more efficiently and cost effectively. Business process outsourcing allows you to translate fixed overhead costs into pay-on-demand service charges which are only incurred as and when you need them. Reduce costs and increase efficiency by outsourcing DCS s business process outsourcing services can be seamlessly implemented to replace only part of or a full end-to-end process. We can help you analyse existing business processes and then recommend the best way to optimise them either as a hybrid in-house or outsource system or as a fully managed outsourced service. We frequently work hand-in-hand with existing resident BPO service providers where we augment existing services and contracts with more efficient process automation technology. DCS employ our sophisticated FileStore and Kofax software solutions to support any process outsourcing which allows us to also add process automation, improved compliance and system interoperability quickly and at zero capital outlay. Our web based dashboards give your staff instant visibility of performance against KPIs, volumes received, volumes processed and allow them to handle exceptions in a variety of ways. If you wish to handle exceptions in-house or have them handled by existing offshore service providers then our web based systems allow you to do this whilst the transaction still stays within the control of our overall BPO/BPM system. We currently handle a number of outsource service contracts for processes including: HR tasks Supplier invoices Sales orders and contracts Expense handling Customer service mail handling Mailroom sorting, receiving and distribution Case and claim handling Benefits to your business processes Improves business efficiency and customer service as transactions are initiated faster and exceptions are spotted sooner. Connects team members operating at multiple locations, allowing teams internally and externally to share information and collaborate on processes at a granular level. Facilitates compliance requirements and reduces human error as every transaction is recorded and audited. Converts expensive fixed cost overheads to flexible pay-on-demand service costs. Allows variable demand requirements to be handled without the need to retain extra resourcing. Reduces operational costs as many manual business processes are automated and/or can be moved to cheaper locations. Eliminates the need for copying, printing and manual storage of documents which reduces archive storage costs. Allows investment to be focused on core business growth strategies rather than back office processing overheads. Related products FileStore for records management Any documentation we receive on your behalf at our outsource processing centre is stored online in our secure record management system which can be integrated with your existing enterprise resource planning (ERP) system or other databases. FileStore gives you instant 24/7 access and ensures that a full audit trail is maintained for compliance purposes. FileStore for business process automation Automates your business processes so they can be worked on in a coordinated way by us, your own staff or other BPO service providers. Exception handling, approvals, tracking and business process rules are all easily defined as graphical flowcharts in Microsoft Visio making it quick to implement and easy to alter as business requirements change. MailManager MailManager allows you to take the classified input streams of documents, faxes, s and other communications coming from Kofax Capture and to then inspect them and classify or route documents to specific teams or individuals for ongoing processing. MailManager is relevant for organisations who already have a back end line of business application or record management system but still wish to automate the document capture and workflow into it. Mobile device capture & approvals This web based capture solution allows you to add documents, s or fax information into any outsourced processes which we handle. Your own staff, partners and customers will have easy to use web or mobile device scanning apps allowing them to interact from anywhere in the world. Kofax software Handles the digitising and automated classification and content extraction of any business information streams including paper, fax, , SMS or web forms. Distributing information to outsourced processes can therefore be done instantly and at any stage from your own sites, customers or partners. Thames Water case study Over 13 million people rely on the services of Thames Water to bring them a clean, reliable supply of water and to ensure that their waste is taken away. Thames Water receives over 1000 search requests per day from solicitors and search agents at peak moving times such as spring and in the run up to Christmas. Each request must be logged, answered and filed for reference. As might be imagined, Thames Water had to commit significant staff resources to manage the document processing time alone in addition to the resources required to provide individual responses and the subsequent logistical gymnastics of maintaining an adequate filing system. Thames Water subcontracted the receiving and handling of all of their search requests to DCS who handle the receipt by Hays DX, opening, extraction, logging, cheque handling and ongoing processing of all transactions. The resulting transaction data is then passed to Thames Water by a set time every day to allow further exception handling by in-house team members. DCS s service solution has allowed Thames Water to show an improvement in their customer service levels and search cycle times have been reduced. In addition to this the per search cost has been reduced and in-house staffing resources minimised which has been of particular benefit with the recent reduction in volume of house sales. The primary driver for outsourcing is to cut costs, with the next factor identified as the need to focus staff on core tasks. 88% are satisfied with the quality of service provided by their outsourcer. Source AIIM - Find, Control, and Optimize Your Information 88% DCS document processing services Our main service centre in Slough handles millions of outsourced transactions per annum covering areas such as invoice processing, sales orders and applications. Our service centre is accredited to ISO9001 and ISO27001 and is authorised to handle sensitive information by a number of Central Government departments. DCS also handles high volumes of cheques and personal information covered by the Data Protection Act for commercial companies worldwide.

17 Our products Our products Our products Our products are all web applications and can be contracted and used on either an on-premise or a SaaS / Cloud service platform. They consist of modular and open components which can be quickly and easily blended with existing line-of-business applications & data. Over 70% of our solutions and products are now delivered to our clients as cloud services from our Grade 1 UK data centres. This speeds up deployment, eliminates the need for capital expenditure and charges become a simple monthly per item or per user charge as and when consumed. FileStore 34 MailManager 36 Mobile capture & approvals 38 Kofax software 39 Document processing services 41

18 Our products Our products FileStore Business automation & record management platform FileStore FileStore is a powerful document process automation and record management platform which enables businesses to centrally manage their transactional information and greatly improve workflow processes both within their organisation and with external customers and business partners. FileStore allows you to centrally automate and consolidate all of your current channels of communications with customers & business partners into a single efficient and flexible solution which applies the same business processing rules to all streams irrespective of whether they are paper, fax, , office document, pdf or even a photo/scanned document from an iphone. FileStore is a wholly web browser based platform and can be utilised as either an installed on-premise solution or on a per document or per business transaction service charge making it very fast, flexible and cost effective to implement. The FileStore platform is a modular system and forms the basis of many of the solutions described earlier in this brochure. It can be customised, configured, integrated and even branded to form the basis of your own business transaction and document processing and storage platform. Documents and business processes can be instantly initiated, managed and tracked from any network connection including mobile devices such as Apple ios, MS Surface and Android. Once initiated the information is tracked and managed within FileStore s robust and secure database giving you end-to-end traceability and record compliance with no manual filing, routing or other slow and costly manual intervention. Virtually all business transactions and processes involve paperwork, routing, approvals and then archiving on completion. FileStore automates these paper based processes giving management better process visibility and high priority issues can be spotted earlier giving your processing teams more time to respond. Who uses FileStore? Thousands of companies worldwide have chosen the FileStore platform to streamline their document processes and records management. DCS have installed or provided cloud service platforms to large multi-thousand user corporations including ExxonMobil, Bentley Motors, Natural England and a number of UK government, MoD and security agencies. The FileStore platform has been security checked and tested by the UK Government Centre for Protection of National Infrastructure (CPNI) who also utilise it for their own internal records management. Smaller businesses or departments can take advantage of FileStore as an entry level system and then scale up later with additional functionality and users to service wider business requirements. Benefits to your users Manages the flow of documents between mailroom, staff and other companies which makes work streams and bottlenecks more visible and easy to manage. Centrally manages document storage, security and user permissions and allows authorised team members to quickly access information. Reduces errors and exceptions as many manual document driven processes can now be automated. Benefits to business managers Integrates easily with other line of business (LoB) applications and data which usually have very poor document and workflow management functions. Allows you to preserve your investment in existing ERP, Case/Claim management or Sales Order/Loan processing systems but bolt on more robust and functionally richer solutions for information/document capture, processing and records management. Aids quick and low cost compliance with regulatory standards and best practices such as ISO15489 records management, Sarbanes Oxley, FSA requirements, BS BIP0008 and BASEL II / IFRS. Replaces unmanaged network shares or links in LoB systems with secure, resilient and well-structured information sharing so you can ensure your company complies with the Data Protection Act which is especially important for HR and financial data. In conjunction with Kofax Capture software can greatly speed up your manual receiving and classification processes which precede your LoB systems and then ensures that your workers gain access to work items faster. Makes costly knowledge workers much more efficient by reducing admin overheads and reducing errors in complex processes. Eliminates storage costs and delays in retrieval from traditional paper archives. FileStores workflow automation features allow you to automate your document driven business processes saving on overhead costs. Greatly reduces copying costs, wasted admin/filing time and delays in sending documents to remote offices and business partners. Gives instant visibility of process bottlenecks and problems allowing them to be dealt with quicker. Automates compliance with company, industry or legal regulations. Makes better use of distributed staff by web based distributed working and load balancing. Allows cheaper offshore knowledge workers to be used to automate end-to-end or just small parts of processes but still keep them all under central control. Options for either traditional on-premise installation or as a zero capital cost cloud service per document or per user per month. Connects people, processes, systems and information more effectively so staff across your company and within your business partners are kept up to date with information. Bentley Motors rely on FileStore for the processing of 300,000 invoices per annum

19 36 Our products Our products 37 MailManager Mail routing and exception handling MailManager Regular and large volumes of mail entering a business can cause problems of categorising, routing and then handling work queues efficiently. Multiple and distributed work groups in different offices can compound the problem resulting in delays and additional costs of processing. DCSs MailManager solution is purpose designed to sit between the Kofax document capture software and your back end line of business (LoB) application such as a case/claim handling system, loan / debt management solution or other system like an ERP or CRM database. Typically these LoB systems can attach and store documents in a simplistic way but they lack the ability to inspect inbound documents, classify, route and handle exceptions in a controlled way. MailManager will do this for you within a simple web based front end which is simple to link to the data in your LoB system via XML, database tables, stored procedures or many other integration routes. MailManager can handle any channel of business information including scanned letters, faxes, s and attachments or other content files giving you a single auditable, traceable and common process stream to manage and then route as required. MailManager is a full device independent web based product and so incoming documents can therefore be actioned by remote or out of office staff over their mobile devices such as ipads or iphones. Scanned documents are presented to them for viewing so a quick assessment can be made and the appropriate action taken instantly. Example applications include: Loan & mortgage applications Debt recovery PPI and other claim handling Case management Legal mail & partner/associate visibility Insurance claims Sales order processes MailManager can be installed as an add-on module to your Kofax system or utilised as a small charge per page via our fully managed cloud platform service. This allows you to choose between traditional deployment models or more innovative pay as you use services. In addition to handling routing and exceptions, MailManager gives you instant access to dashboards and reports helping you assess workloads being handled by each team, office or individual ensuring that your customers are given the best service levels within the most efficient costs.

20 38 Our products Our products 39 Mobile capture & approvals Web and mobile device document capture & workflow GoMobile Kofax software Document capture and transformation When documents need to be captured from many different distributed locations then a simple web based or mobile device scanning solution with no installation required is of considerable benefit. High resolution mobile devices like ipads and other tablets also now give the ability to remotely view documents and action any associated approvals. Our mobile capture & approval solution gives you this capability and utilises any desktop connected scanner or mobile device such as an iphone, ipad, MS Surface tablet or Android device to allow the quick and simple capture of ad-hoc documents. Documents sent out to your customers, business partners or internal staff can now be physically signed, forms filled in and then instantly sent back to head office in a legally admissible form to initiate an on-going business process. This saves time and postal costs but still preserves existing processes which your customers are already used to. Mobile devices give excellent document capture quality using their inbuilt hi-resolution cameras and we use this capability along with sophisticated image clean-up, deskewing and other enhancement to create high quality images. The captured documents can then be OCR d allowing automated classification and capture of business content so a subsequent business process can be initiated with no human intervention. Common applications our solutions are being used for include: Invoice approvals Submission of signed loan documents Surveys and inspection reports Sales order processes Customer claim and case submissions Expense submissions Our mobile device access also allows users to access document records and to interact with approval processes which involve the visibility of associated transaction documents. This cuts the end-to-end time for transactions by allowing remote or out of office staff to complete tasks. Your customers can also directly benefit from this solution as forms you send out for signature can be signed and then a simple app installed on their mobile phone allows them to take a picture of the document and instantly send it back to your office. The app is free for them to install and most consumers respond positively to new and innovative processes like these which save them return postage costs and delays in mailing. Kofax is the world s leading provider of business information capture and transformation software. DCS are one of Kofax s leading partners for their solutions and Kofax Capture forms a key element in digitising and validating information entering our process automation solutions. Kofax software products include: 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 documents into structured and actionable business content by automating the process of document classification and data extraction. Kofax e-transactions allows easy implementation and on-boarding of supplier e-invoicing. Kofax Communication Server coordinates and performs the automated exchange of information by integrating inbound and outbound communication channels such as fax, SMS, and telephony. Kofax Front Office Server integrates existing multifunction devices (MFDs) into a single capture infrastructure and process flow. Kofax 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. Kofax Enterprise allows high availability and fail over functionality to be built into even the largest global capture projects. It ensures that critical business transactions are not lost, corrupted or delayed. Kofax Monitor monitors large enterprise systems giving easy to see system metrics via web dashboards. For over seven years DCS have utilised Kofax software in our own outsource service department and process over 15 million business critical transactions per annum for many different types and sizes of organisation. This practical experience of using Kofax products for service delivery combined with our own in-depth technical and software development skills places DCS at the forefront of Kofax partners, enabling us to deliver complex implementations which are right for your business requirements. We have implemented hundreds of Kofax solutions, many of them in large scale mailroom and shared service centres where we can add further value with our FileStore record management and business process automation platform. FileStore allows a Kofax Capture workflow to be extended beyond the initial document and information capture into process initiation and ongoing dynamic control and monitoring of transactions through their lifecycle. Having 5 scanning stations at remote sites has offered a more streamlined process of data capture giving faster retrieval and accessibility. The system is extremely flexible and re-configurable. The expertise of DCS staff has allowed JRS to offer more value to the Research Councils and yet at the same time retain full control and security of project delivery. Paul Davis, Project Manager - Research Councils INFORMATION CHANNELS DIGITAL MAILROOM BUSINESS CORRESPONDENCE POSTAL SERVICE SCANNER ACCOUNTS CONTRACT ORDER FAX FAX SERVER CLASSIFICATION & EXTRACTION SALES INVOICE INBOX CUSTOMER SERVICE

21 40 Our products Our products Document processing services DCS provide a range of secure document processing services including mailroom services, scanning, data capture and document conversion services which are usually more cost effective to outsource to a specialist service provider. and Commonwealth Office, Home Office and MOD to scan microfilm information. We have the facilities to produce over 300,000 images per day from 16 or 35mm roll film, Fiche, aperture cards or even large format glass plates or X-rays. Mailroom services DCS can scan drawings from paper, mylar or aperture cards into TIF or even CAD vector format. Creases, stains and other defects can be removed in the scanning process to give a pure white background and clean crisp lines. DCS can act as a mail receiving service allowing you to improve the efficiency of your mail processes. This can include the handling of orders, customer service documents, applications, claims, invoices, gone-aways or surveys. We offer a 24/7 receiving capability with points of presence in many countries. Additional services such as data cleansing, data capture, cheque banking and government approved secure information handling can also be provided. Scanning services Converting your business documents into a digital format reduces paper storage costs and eliminates the risk of documents being lost or damaged. DCS operate one of Europe s largest document scanning service centres and we use a number of sophisticated IBML and Kodak high speed duplex scanners which give us a throughput capacity of over 500,000 pages per day. DCS use Kofax Capture software to ensure that we obtain the best quality images and data extraction accuracy for use in ongoing transaction automation systems or record management archives. Form and survey capture If your company handles surveys, response cards, applications or order forms then you can minimise the time and money associated with extracting data from these by contracting the process to DCS. DCS offer a complete receiving and processing service from designing and printing the forms through to receipt of returns and the final data capture and analysis of the results. Microfilm, microfiche, X-ray and film scanning Industry sources estimate that each piece of mail costs 0.20 to 0.50 per letter for opening and delivery. Factoring in copying, forwarding, filing and retrieving, and the cost shoots to 10 for each document. Source - Konica & Allgeier DCS can scan and archive your old film media into an easily accessible digital form so team members can access them instantly from their desktops. DCS are one of a handful of UK suppliers approved by the National Archives, Foreign Drawing scanning Book scanning DCS have specialist overhead scanners which delicately manage book scanning so that the original pages of even the most fragile publications are not handled directly at any point. Scanned pages can be converted into TIF, JPG, PDF, HTML or e-book formats for web or archive purposes. DCS have completed many book scanning projects for major companies and government departments including lab notebooks, deed documents, treaties (for the Foreign and Commonwealth Office) and war records (for the Imperial War Museum). Security & Confidentiality DCS comply with many independently verified standards including ISO27001, ISO9001, BIP0008 and the Data Protection Act. All of our hosted data is stored in the UK under the auspices of English law and our cloud solutions have been penetration tested by a number of UK authorities and global organisations. Our document processing facilities are based in Slough and are protected by internal and external recorded mobile security patrols, CCTV cameras and fingerprint and keypad access control systems. All stages of processing from receipt until delivery or disposal are rigorously recorded by barcode tracking against each item giving a very detailed audit trail for future reference if required. We are certified and have been used by many central and local Government departments for many years for the processing of sensitive information. 41

22 42 Quality & service Quality & service Certifications and accreditations Quality & service The certifications and independent accreditations we have attained are an illustration and verification of our ongoing commitment to deliver the highest standards of quality and service. Where relevant Government or ISO standards exist then we aim to be one of the earliest adopters. DCS accreditations have been earned and renewed over many years of successful delivery of projects and we are constantly assessing and adding to them as relevant new ones are created. BS EN ISO9001: 2000 DCS have been accredited since 1997 and have recently become certified to the latest standard. Our ISO9001 procedures cover all of our business functions and document and trace everything from product development to ongoing customer satisfaction. DCS are audited on an annual basis by a regulated external body. ISO27001 This recent ISO standard is a very stringent information security management system (ISMS) and covers the systems, data and methods we use on our own and clients information that we process and are exposed to. ISO27001 also covers disaster recovery planning procedures and risk assessment. DCS are audited on an annual basis by a regulated external body. Data Protection Act DCS are registered with the Information Commissioner s Office (ICO) and also comply with the latest EU legislation on processing of information. AIIM (Association for Information and Image Management) For over 60 years, AIIM has been the world s leading non-profit organisation focused on helping companies to understand the challenges associated with managing documents, content, records, and business processes. DCS are members of AIIM which is the main trade body in our field of operation. Kofax platinum partners DCS hold Kofax s highest level of reseller certification and are one of the UK s longest standing resellers. DCS are actively involved in delivering new and innovative solutions based around Kofax products by combining them with our own products and services to solve specific customer challenges. Staff qualifications Most of DCSs Professional Services staff hold qualifications in a range of technical and project management related fields. These include OGCs Prince2 and ITIL certifications, CompTIA Certified Document Imaging Architect and various Microsoft Certifications. MoD, Home Office and Foreign & Commonwealth Office Suppliers DCS have been supplying our services and solutions to many Central Government departments for over 10 years. We are certified to process and handle sensitive information and documents and have many references and case studies as evidence of successful work. Government procurement options DCS can supply a range of document and data capture services via the Government s Buying Solutions scheme. This allows Government organisations to source these services under pre-negociated terms without the high sourcing overheads typically associated with formal open tendering. Quality remains long after the price is forgotten Rolls-Royce s co-founder, Sir Henry Royce Fast 500 EMEA Award Winner 43

23 Corporate responsibility Corporate responsibility Corporate responsibility Our company s responsibilities extend further than just the balance sheet and we have active initiatives to benefit the environment and disadvantaged people in both local and international communities. Corporate responsibility At DCS we continually strive to reduce the impact our own and our customers business operations have on the environment. Our corporate responsibility also emphasises the importance of contributing to the local community and helping to give disadvantaged people new and beneficial opportunities which they may not otherwise have had. Environmental impact Our products and services help to reduce the amount of paper used in workplaces which not only helps to protect natural forests but it also reduces transport pollution as the amount of documents which are mailed and delivered is also minimised. By digitising documents, our software also makes it easier for people to work from home which further reduces pollution. DCS use renewable energy sources from a local energy supplier to heat and provide electricity for our offices and data centre. Charity We are committed to working with ActionAid through which we sponsor communities in India and Africa. We make donations on a monthly basis to help these communities improve education, health and welfare services. With ActionAid there is a direct interaction with the workers in the area via regular letters, photographs and scheme updates. These allow DCS staff to directly see the effect the company s contributions have on individuals and their communities. Local community DCS help a number of long term unemployed and disadvantaged local people find work with us via the back to work initiative. This Government scheme helps to identify and help people who are trapped in the cycle of unemployment but cannot obtain work due to difficult personal circumstances. Over 75% of the people placed with us have stayed in ongoing employment over 3 or more years and form a key part of the skill set of our outsource services team.

24 Client list Client list Client list For more information on how we have helped these businesses solve their own business challenges please call us on or visit Aerospace Aeromatic Fielder BOC Edwards Bristow Helicopters ECL Fernau Avionics Wood Group Aero Construction AMEC Babtie Group Bailey Partnership Bovis Construction Bullen Consultants Edmund Shipway Faber Maunsell Harris & Sutherland Henry Boot Engineers Hunter Douglas Hyder Kvaerner John Brown Laing Technology LG Mouchel Seddons WS Atkins Education City and Guilds Cocentra Colchester Institute Edexcel EISA Gresham College Heriot Watt University Local Solutions Mill Hill School Open University Oxford Brooks University University of Bath University of Teeside University of Sheffield VT Group Financial Alliance Trust American Express Europe Arrow Global Banca Intesa Sanpaolo Barclays Capital Bovis Lend Lease Citi Group Cheviot Clerical & Medical Danske Bank Fortis Private Investment Management HSBC Laiki Bank Regency Financial Consultants Royal Bank of Scotland Group SFS Group Seven Investment Management Government Defence Estates DVLA Environment Agency Foreign Office HM Prison Service Home Office MOD National Archives National Audit Office Natural England Public Records Office Research Councils Healthcare Berkshire Healthcare Trust Black Country Mental Healthcare Trust Chelsea & Westminster Great Ormond Street Hospital Huntleigh Healthcare Institute of Child Health Meridian Hospitals NHS Foundation Trust Nuffield Hospital Nursing Midwifery Council Oxford University CTSU Royal Free Hospital Warrington & Halford West London Health Insurance AON Brit Insurance Chartis Cooper Gay Equitable Life Institute of London Underwriters NIG Norwich Union Pension Protection Fund Scottish Widows TAWA Whittington Insurance Services Legal Allen and Overy Ashton Morton Slack Eversheds Home Office / HM Prison Service Irwin Mitchel Litigation Solutions LIT Group Probation Service Silverbeck Rymer Local Authorities Birmingham City Council Broxtowe Borough Council Cardiff City Council Chelmsford District Council Corporation of London East Dorset District Council Eastleigh Borough Council Edinburgh City Council London Borough of Croydon London Borough of Hillingdon London Borough of Lambeth London Borough of Newham Metropolitan Police Peterborough City Council Rotherham Metropolitan Borough Council South Norfolk District Council Southampton City Council Southend on Sea Borough Council Staffordshire City Council Suffolk County Council Surrey Police Telford & Wrekin Council Tendring District Council Warwick Council Weymouth & Portland District Council Wigan Metropolitan Council Wycombe District Council Manufacturing & Engineering 3M ABB Engineering Alstom Power Avery Dennison Bentley Motors Compair Demag Hamilton Gillette Hawker Siddeley Hobart Manufacturing Honda Indesit Johnson Controls Maclaren Cars Mannesmann Demag Mercedes-Benz Penny & Giles Controls Prestolite Racal Instruments Radstone Technology TRW Lucas Automotive Siemens Group Vosper Thornycroft Media & Publishing AA Publishing Atom Publishing BBC Carnaby Films Channel 4 CPL Press Online Duke Marketing Institute of Physics Publishing Independent News & Media ISIS LexisNexis RSA Films Sparrowhawk Entertainment Oil, Gas & Mineral Extraction BP Exploration BG Group Connoco Phillips ExxonMobil Oceaneering Samax Services Stanhope-Seta Pharmaceuticals Blease Medical Celltech Daiichi GE Healthcare Glaxo SmithKline Medicus International Medivir Merial Animal Healthcare Mundipharma Pharmaceuticals Novozymes Parexel International Pharmanet Shire Teva Vernalis Teva Pharmaceuticals UCB Celltech Pharmaceuticals Property Ashcroft Retail Management Barbican Cantre Beacon Housing Parkside Housing National Trust Savilis South Yorkshire Housing SEGRO Unite Retail Focus Wickes Laithwaites MFI Mothercare Notcutts Paul Simon Shoezone Service and BPO Accenture Alliance & Mutual Cargill Investor Services Capita Europ Assistance HSS Hire Hymans Robertson Itella Quintiles SGS Group Warranty Direct Transportation ATOC BAA Babcock BRB Residuary Colas Rail Gate Gourmet Kuehne Nagel London Underground Lufthansa Luton Airport Network Rail OCSL Port of Dover WS Atkins South West Trains Tubelines Telecommunications BT L3 O2 Orange Utilities Alstom Energy Technology Centre Anglian Water Services Biffa British Energy East Midlands Electricity Energy Networks Association EON International Power Magnox Mid Kent Water National Grid Severn Trent Water Slough Heat and Power South East Water Southern Water Thames Water Transco

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