What are the Benefits of Automated Fax and email Capture?

Improved customer service

When communications emanating from customers reach your organisation via centrally managed fax machine addresses, general email inboxes or systems involving delivery queues, there will be variability in the length of time it takes for the communication to arrive at the required destination for action or processing. The DCS communication management solution recognises inbound communications by type, captures them to a standard delivery format and forwards them for instant attention to keep your customers waiting less time.

Automatic compliance

Managing compliance is challenging when you have to keep track of business communications entering your organisation in a range of different communication formats and being stored on a range of different systems. DCS automated fax and email software automatically logs all relevant incoming communications and tracks them in accordance with compliance regulations. As a further aid to compliance, the software automatically captures an electronic image of all incoming communications and appended documents in their original format and archives them securely in a robust central repository. The traceability of the captured image files delivers excellent auditability.

Integrates different communication channels

Each business function in your organisation may be receiving transaction related communications via any number of routes, for example, application forms arriving by fax, email or a web page. The DCS communication management solution can capture all of these communications, classify them and route them automatically to the correct destination. The solution will also extract data from items such as sales orders regardless of the incoming communication mode and deliver the data to the order processing system, while logging and tracking the transaction against pre-defined handling rules.

Rationalised fax usage

Organisations operating several fax lines and a corresponding number of fax machines can use DCS fax management software to reduce the costs and administrative effort associated with running and maintenance. The DCS solution uses FoIP technology and least cost routing to deliver fax communications efficiently and cost-effectively.

Integration with line of business systems

To help bring the benefits of automation to your business processes, the DCS communication management solution is designed to integrate fully with your line of business systems. Using sophisticated caputre technology, the fax and email capture solution can be trained to recognise, extract and validate data from incoming communications. The solution can then automatically deliver the data to ERP, CRM, ECM and other database systems as well as line of business software applications, minimising the need for rekeying or manual intervention.