Success Stories

Research Councils UK - Document Capture Success Story

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 £2.9billion in different areas of research and training.


The Challenge

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.

The Solution

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 Transformation software has been added which gives intelligent content capture and minimises manual keying of data into back end systems.

The Outcome

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.

Download the full UK Research Councils Document Capture Case Study

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.