Facilities / Estate Management

Data Capture Solutions Ltd can offer a selection of services aimed at accurately surveying, identifying, documenting and archiving information about your property and asset portfolio.

Without accurate and up to date information on your assets effective control and maintenance cannot be planned and business opportunities may be lost.

A wide range of information needs to be managed such as leases, legal contracts, drawings, maintenance records, supplier contracts, POs and invoices, CAD and MS Office documents, HSE & O+M files.

DCS have years of experience in coordinating and structuring this information into a single addressable asset information resource which can be accessible from any office location via the internet.

Typical requirements for this business sector include:

Estate Surveys
Building Surveys and CAD digitising of floor plans - Our experienced team of surveyors use the latest in computer surveying technology to accurately do check measure building and asset surveys. We can then input and structure the data into popular CADFM software such as Archibus or AutoCAD. Due to our high level of usage of the latest surveying technology our costs are typically 50% cheaper than equivalent surveying companies.

Storage of O+M / HSE Manuals
O+M and HSE files rapidly accumulate during the course of a buildings lifecycle and these can be scanned into highly structured PDF format files <../scanserv/acrobatpdf.html> which replicate the paper original copies but without the problems in storage and access.

Testing, Contracts and Other Documentation
Supplier invoices, testing reports, ppm paperwork, contracts and other documents can also be scanned in and archived to make access far faster and therefore save facilities staff time.

Lease records
DCS have specialist skills to ensure that legal documents are scanned without damage or affecting their legal validity. This can include colour demise information and bound bundles.

Existing clients of these services include:

• Babcock
• WSP
• The Home Office
• Office of National Statistics
• MOD / Defence Estates
• WS Atkins
• Threadneedle
• Eden Housing Trust
• Slough Estates

Our document management and scanning products which address your requirements include:

b-Wize
b-Wize scans-in all documents that your company receives, even unstructured or handwritten letters, and transforms them into useful information for users. The result: unprecedented productivity gains, and improved document and information management across the company.

b-Wize solutions are tailored to the type of documents to process and your company's business.

b-Wize Mail can typically save over 65% of your mailroom processing and distribution costs

Alchemy
IMR Alchemy is an easy to use document and information archive solution. Archive of existing MS Office, scanned documents, drawings, CAD files and HTML data can all be integrated into a single easy to use information access resource either from CD, network or via a webserver.

DCS Scanning Services
DCS provide a wide range of on or off-site scanning services including paper documents, drawings, maps, survey forms, application forms, microfilms and photographs.

DCS operate outsourced scanning and capture services for some of the worlds largest companies such as Glaxo SmithKline, BAA, Home Office, MOD and Orange Mobile Phones.

DCS Data Conversion Services
DCS can provide specialist conversion services from CanoFile, Tape and old document or information management archives into any other format you require.

DCS Data Capture Services
DCS operate forms capture, design and fulfillment services for many Local Authorities which typically are less than 50% of in-house costs.

Outsourced Web Access service to your documents
DCS operate a fully managed webservice enabling to to get remote web access to your scanned documents and other documents for just a small monthly fee per user. We can customise your own home page giving you your own unique 'look and feel' to the website. It can be scaled from 1 to thousands of users.

White Papers on Document Management:

Legal validity of scanned documents [PDF 68KB]
Document Management - ROI [PDF 94KB]