Mailroom Automation Solutions

DCS's mailroom automation solutions allow you to capture, route and process important information as soon as it enters your business by merging multiple channels into a single traceable information handling process.

Data Capture Solutions - Document Management Software, Services and Solutions

Document Management Solutions

Businesses view and process thousands of documents every day and storing and managing these documents can be time consuming and costly.

Business Process Automation Solutions

Every day businesses have to process information which, when done manually, can take a considerable amount of time such as client account opening, invoice processing and expense submission and approvals.

Human Resources Solutions

DCS's solutions for HR departments focus around improving the management and compliance problems of your employee files and records.

Records Management Solutions

DCS's records management solutions allow companies to implement a full lifecycle management of their key business records.

Governance, Risk management and Compliance Solutions

Businesses are increasingly being more closely monitored and regulated so it's vital that correct procedures and best practice guidelines are followed to ensure your company operates in accordance with regulations, laws, best practice standards and contract obligations.

FileStore Email Archiving

What is Mailstore?

MailStore is an email archiving solution provided by DCS that enables organisations to capture, manage and analyse their email related information.

What does MailStore provide?

MailStore automatically captures email messages (including any attachments) and files them in a single, centralised email archive system in a fully text searchable format.

Emails can then be accessed by a .Net based web browser client which gives platform independence and allows access from any location.

Searching for email retrieval is fast and can be performed on one or more search fields and/or the full text searchable contents. Email attachments can be made searchable by using OCR technology.

When linked with FileStore EDM emails can then be accessed from the same FileStores.Net web client interface and seamlessly integrated with all of your other business information such as scanned documents, faxes and MS Office files. This helps create a very efficient business system.

Email compliance

MailStore handles all the legal, mandatory industry and internal procedures thatrequire full audit logs to be retained on email communications. THis is increasingly important for many industry sectors, not least the legal and government sectors. MailStore keeps a full audit log of everyone who has received, sent or even viewed specific emails and the audit log cannot be changed.

When teamed with FileStore Active Compliance module emails can be monitored for 'trigger' keywords or phrases, which could pose a compliance risk. This allows compliance officers to be instantly notified of any potential issues and actively address them before damage is done.

Benefits and features

Compliance: MailStore aids compliance with SOX, FSA, Internal Audits and other required legislation
Improved email management: Allow fast and easy access to emails and their attachments
Reduce storage costs: Eliminate local PST files and set active mail server policies
Improve information access: Coordinates email access with EDM, CRM, ERP and other business applications
Pro-actively manage email content: This alerts compliance managers to email misuse
Reduce legal discovery costs: Quickly produce evidence lists in the event of legal action
Manage records: Allows for management of information to ISO15489 best practices

MailStore saves on storage by compressing emails and their attachments to as much as 1/100th of their original file size.

Emails are filed with security restrictions based on people/mailboxes, but additional access can also be allowed to specified users emails for senior managers or compliance managers based on pre-defined company rules. We have clients with a wide variety of access requriements and MailStore can cope with many different types of business structure.

Find out more about MailStore email archiving

For more information about MailStore email archiving please call us on 01753 616720 or complete our contact form for a fast, tailored response.

Business solutions

Free Whitepapers

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FileStore Software

Time Savings

"Handling supplier payment queries now takes far less time as we can immediately see where invoices are in the approval process."

Over £250,000 per annum savings

"DCS now handle over 50,000 mail items per day from our EMEA region offices and scan, classify and route them via our SharePoint system direct to the relevant staff who process them. This alone has saved us over £250,000 per annum in back office admin costs.."

Products
Solutions

Kofax Capture
Capture the usable data from bills of landing, proof of delivery, goods received notes, invoices or credit notes for immediate access on your systems.

FileStore EDM
Centrally store all documents - BOL, POD, GRN, sales, purchasing or vehicle documents and retrieve them in seconds with secure, browser-based access from any location.

FileStore BPM
Automate back office operations like HR, accounts payable and order tracking processes by simply defining the workflow in a visio based tool and monitoring progress through dashboards.

Document management
Centrally manage all sales, purchasing documents, proof of delivery and shipment orders with secure shared access for regional or international offices.

Invoice management
Manage large volume of invoices and payments online by matching or reconciliation of invoice information with purchase orders, good received or proof of delivery notes.

sales processing Sales order processing
Speed up your order processing function, track orders more effectively and deliver more responsive customer service.

business automation Business Process Automation
Automate routing of enquiries, sales order and other documents through monitored workflows with easy integration into ERP, CRM and line of business systems.

Case management
Securely record all transactions and communications with each client, partner or customer in quickly accessed case files allowing you to resolve day-to-day issues with minimum delay.

Governance, risk management and compliance
Storing paper POD’s and invoices for 6 years to meet legal and compliance regulations could cost you a lot in storage space and manual effort required in retrieving information.

Find out more about DCS solutions and services

For more information about DCS and our information management solutions and services please call us on 01753 616720 or complete our contact form for a fast, tailored response.

Our Clients

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