The best place to start electronic case management
Front end scanning and capture of inbound case-related documents
Receiving, sorting and routing paper-based case documents inherently builds delay into case handling workflows. A high volume of incoming documents can quickly cause backlogs, slow down response times and result in protracted case completion.
The electronic case management solutions provided by UK based DCS Ltd offer significant advantages when implemented at the document receiving or mailroom stage. Converting case-related documents to an electronic format at the point of entry into your organisation speeds up delivery to case handlers and enables the deployment of electronic case management workflows to aid faster time to completion.
Case document scanning and capture
Document capture is the process which enables the creation of electronic case files containing all relevant documents and records which can then be securely shared online with remote case collaborators to aid faster case resolution.
The DCS case management solution automatically digitises and captures inbound case-related documents such as correspondence, forms, reports, documentary or photographic supporting materials, copies of medical and other personal records or credit rating documents.
Intelligent document recognition technology classifies different document types and identifies key content information including names and reference numbers. This enables automated prioritising, escalating and routing of case documents according to your business rules and ensures that your case handlers receive in prioritised order only what is relevant to them.
The high rates of throughput and automated routing available in electronic case management mean that business critical case documents can be dealt with as soon as they arrive regardless of where case handlers are physically located.
Capturing case-related documents from fax, email and other channels
The DCS software for case management also allows case documents to be captured from fax and email servers and sources such as web forms. This means all incoming captured case documents enter your case handling process in a uniform electronic format for more efficient handling and archiving.
Installed or outsourced case document capture
You can choose to implement an electronic case management solution in the way that best suits your organisation. A DCS process consultant can help analyse your existing case handling processes and advise on whether an installed or outsourced solution will be more appropriate.
If you choose to outsource case document capture and case file production, we will set up a PO Box address to receive incoming case-related documents at our ISO 27001 accredited UK service centre and help route case-related fax and email transmissions to our capture process.
High visibility case document management from the point of arrival
If you implement electronic case management at the point where case documents enter the organisation, you can enable end-to-end monitoring of case progress and productivity. DCS document management and workflow software records the arrival of each document and provides dashboards allowing you to assess work volumes and balance case workloads on a daily basis.
Automated tracking of electronic documents from the point of entry means every step of the process will be auditable and the risk of important or confidential documents going missing will be minimised. Built-in document retention rules, better document traceability and secure storage help reduce the risk of non-compliance in relation to the Data Protection Act and other regulatory requirements.