Research Councils UK - Document Capture Case Study
The Joint Reprographics Service (JRS) is the shared service organisation which deals with form handling and document scanning solutions for the Research Councils. Research Councils UK sought to implement 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 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.
Shared Service Centre Postroom Automation
Data Capture Solutions (DCS) provide a wide range of information management software and service solutions targeted at improving organisational effectiveness and efficiency, saving you both time and money.
DCS’s solutions make it possible for companies to share content globally across all internal and external systems, applications and departments, while maintaining central control and management.