Document Capture - Scanning and storing documents safely

The Problem

In every business there are documents that you must keep either for future reference or legal reasons. This can mean needing to store a significant number of documents, which can lead to the following problems:

Large amount of physical storage space required
Unable to efficiently source documents when you need them
Fire risk and potential legal implications

The DWS Solution

At Document Workflow Solutions, we can provide you with simple solutions to these problems and help you to achieve a paper free office. Dependent on your situation and following our free, initial consultation with you, we will recommend the best hardware and software solutions to suit your needs, so you can:

Capture your data by scanning your documents into your system and manage them from that point
Easily search through your documents using a simple user interface
Move documents and file them on your system as you wish

So whether you need to scan numerous forms, invoices, collect questionnaires, refer to existing customer files or legal documentation, DWS can provide you with a cost-effective, simple document scanning and workflow solution that will also give you more office space, no risk and peace of mind.

A recent case study

Click here to read a recent case study of one of our clients, Bennett Dawes, an Insurance Brokers in Sussex.

We are waiting to take your call, so please contact us today on 0844 800 4822 and let us show you how we can help your business.

Further Information

The Hardware

DWS is a Xerox Concessionaire; commissioned to represent the Xerox Corporation. This means that we have access to all of the latest scanning technology available from this superior brand. These machines are not available on the high street, they are designed purely for business purposes, which means they are robust, reliable, fast and designed to do the exact job you need them to. Following our initial consultation with you, we will be able to recommend the right document scanning technology to meet your needs using our expertise.

The Software

Depending on your business requirements, we will recommend the right document management software for you, these currently include Autostore from Notable Solutions Inc, ScanFlowStore® from X-Solutions® and eCopy. They can provide your business with a range of effective options for storing and managing your documents, such as:

You can scan documents directly to a destination from your Xerox device, such as, a folder or an email
Text-searchable PDF files are automatically created and easily retrieved
Powerful OCR (Optical Character Recognition) capabilities, which means that the software can recognize printed or written characters and allows your files to be text-searchable
Dynamic meta data gives the right routing and name to the text-searchable file for logical indexing and organization
A convenient scan inbox
Editing and markup tools for signatures, highlighting, notes, and text annotations and other document scanning revisions
PDF-to-PDF allows you to add scans to an existing PDF file
Easy to use customer interface
Bookmark capabilities make documents easier to navigate
Search pane for automated retrieval of PDFs, including full-text search
Document security to prevent unauthorized viewing, printing, or editing of PDFs and redaction capabilities to secure confidential document scanning
Distribution via integration with e-mail and fax systems
Barcode processing and support
Separation page support allows you to conveniently batch files into mixed content by using a separation page to distinguish one content type from another Scan-to-email directly from the Xerox device
Email notifications can be sent to recipients when a scan has been placed in a folder
Scan-to-print for instant printing of a scan on a remote printer
Multiple output allows you to scan to several destinations (e.g. folder, remote printer, email) at the same time
System integration e.g. into groupware systems, such as, Lotus Notes, Microsoft Exchange, other email systems , Microsoft SharePoint Services and Portal Server

Additional Scanning Service

If you have a significant amount of documentation needing to be scanned, Document Workflow Solutions can complete this task for you. This not only leaves you and your staff free to continue with your work, but due to our state of the art systems we can capture the data quickly and on a large scale, it can prove to be much more cost-effective and certainly faster, meaning that you can have electronic access to those files and remove the need for storage that much sooner.