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.

Records Management

What Problems do Companies Typically Face?

All companies generate or receive records. Those records provide evidence of its activities, relationships, rights, obligations and right to operate.

Some records must be kept due to legal, industry or commercial reasons but either way a record will have a set life and after this life it should be
disposed of.

Why not keep all records ? Well many companies do, but this may mean that they are then breaking the law under the Data Protection Act by
keeping personal records/data beyond the period of use for which they were originally created.

It also means that they will waste time in reviewing them and space in storing them. Ultimately, the time you spend in storing and searching for
records may far outweigh the time and costs required to organise and manage them correctly in the first place.

In many legal or compliance cases very heavy awards have been placed on companies which have destroyed records in the belief that if they
are not present then no issues will arise. In fact courts take a dim view of this and it is preferable to adopt procedures to ensure that records
are not destroyed in these circumstances and this can be done as part of the review process.

Ensuring that you can easily record, manage and review this retention lifecycle is a key part of implementing a good records management solution.

How can our solutions and services help you?

Here are some of the improvements you can expect:

Easier compliance with legal, industry and internal legislation/procedures
Faster and more proactive records review
Reduced long term document lifecycle costs
Reduction in business risk and legal exposure
Easier compliance with Data Protection Act
Easy compliance with ISO15489

Our FileStore Records Management Module makes compliance with the International ISO15489 standard much easier as it allows you to map retention schedules, review and disposal processes against different business categories of records. The system will also pro-actively inform you of when different records need to be reviewed.

DCS, who are members of the Records Management Society, can also supply consultancy services by CDIA+ accredited business consultants
to advise you on how best to implement a records management policy. This can also include advice on compliance with ISO15489 as well as ongoing independant external audits.

Further Information on our Solutions for Records Management

Some of our products and services which our business consultants may recommend include:

FileStore EDM - A modular web based EDM solution scalable from 1 to thousands of users.
ISO15489 Compliance Module - An add-on FileStore module covering records management.
BS BIP0008 Compliance Module - An add-on FileStore module covering legal admissibility.
Scanning Services - Digital storage of your paper records
FileStore Online - A contracted web based document management service at a low monthly cost

Find out more about DCS solutions and services

For more information about Data Capture Solutions software and services please call us on 01753 616 720 or complete our contact form for a fast, tailored response.

Business solutions

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Business Compliance

£150k admin cost savings

"We have estimated that in the first year alone DCS's FileStore HR solution has saved us over £150,000 in administration costs alone."

Volume data conversion

"DCS have so far converted over 200,000 patient record files for our trust from paper to digital format. This is something which we could never have achieved ourselves."

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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