Avoid Keeping Customers Waiting

document scanning

Much of the interaction with customers takes place via documents.

Much of the interaction with customers takes place via documents such as application forms, claims, supporting documents, change requests or letters of complaint. When dealing with high volumes of such inbound documents on a daily basis it is easy to see how delays, backlogs and lost or misfiled items can have a negative effect.

With document scanning software such as Kofax Capture, all incoming documents can be converted to digital images as they arrive. Indexing the captured documents enables efficient filing and retrieval which ensures they do not get lost, while significantly improving traceability as they move through the system.

Document recognition and data extraction software such as Kofax Transformation Modules can automate the classification of these incoming documents by type, enabling them to be sorted and routed to the correct handler or workflow much faster than can be done manually.

As a result, document scanning software can be used to reduce backlogs by removing paper and expediting the receiving, sorting and routing process. Documents can be tagged with the appropriate level of priority to ensure prompt actioning.

Straight-forward integration with back end systems means customer-facing staff can view captured documents on screen without having to leave their CRM or other line of business application, enabling them to deal with customer enquiries much more effectively.

UK Kofax reseller Data Capture Solutions have been able to help clients integrate Kofax Capture with workflow management software to enable automated tracking and monitoring of documents and avoid backlogs in approvals workflows.

DCS – Document Capture and Scanning Services

For assistance in assessing and finding the right solutions for your document scanning and capture talk to Data Capture Solutions on +44(0)1753 616720. 

DCS are experts in a wide variety of document management and scanning solutions and can help your organisation find the software, systems and services that will not only improve your productivity, but also save resources. Visit http://www.dcs.co.uk/ for more information.

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Point of Origination Capture

data capture

Capture documents from different locations using multiple devices

In today’s business environment, there are advantages to be gained from getting information into a business process as early as possible and from processing information in the least number of steps.

Whilst these many capture systems are very effective, they are generally based on a centralised production scanning or a “digital mailroom” operation model. This creates a delay in document accessiblity while you wait for it to be scanned onto the company system.

Advances in device technology combined with improvements in cloud-based services are now allowing organisations to extend the capture process beyond these centralised systems to the point where transactional documents originate, and this is termed point-of-origination capture.

What point of origin capture means for your organisation!

Customer-facing web portals – Rather than go through the process of preparing and submitting documents via the postal system with the inherent delay and risks, customers can link home scanners to the internet to submit documents via the organisation’s web portal.

Branch offices – Capture technology such as Kofax Front Office Server allows documents to be submitted to central back office processes via low-cost front office scanners, multifunction devices and fax machines. The user simply selects the appropriate button on the device to submit the documents to the correct business process, eliminating the cost and delay of document shipping.

Field-based operatives – Organisations can now leverage the advances in camera-enabled smartphone and tablet PC devices to allow field-based personnel or even customers themselves to capture and submit documents direct to processes. Typical examples are documents submitted by loss adjusters, healthcare and social workers or couriers, as well as expense receipts or personnel forms submitted by employees or trailing documents required to complete a mortgage application captured during a visit to the client.

DCS – Document Capture and Scanning Services

For assistance in assessing and finding the right capture solutions for your organisation talk to Data Capture Solutions on +44(0)1753 616720. 

DCS are experts in a wide variety of document management and capture solutions and can help your organisation find the software, systems and services that will not only improve your productivity, but also save resources. Visit http://www.dcs.co.uk/ for more information.