Capture, Read, Update, Store it ...

You can relax when you work with C2S. You have found the experts and our job now is to work with you to get the best solution possible that works for your colleagues and your budget.

Capture It

If you have paper documents coming into your business these may need to be digitized. Desktop scanners are easy to use and and relatively cheap and you may also be able to use your existing MFP if it has scanning capability.

Many documents are inbound, through email, and our special connectors can monitor specific POP or IMAP accounts waiting for invoices or statements and then automatically moving these into a pending area in the document management system. Our systems also have connectors into Word, Excel and Outlook as well as the desktop, so any documents you are working on can be easily centralised.

• Document Scanners
• Office MFP  with scanning capability
• Email Connectors (IMAP & POP)
• Office Connectors - Word / Excel / Desktop
• Desktop Connectors - PC / Mac using WebDAV mapped drive
• Hot Folders - drop files into a folder and have them automatically captured

Read It

Once the documents have been captured, the next stage of capability is to see if we can automatically work out what the document is. We can use recognition software to categorise it and move it to the right place or right person, or we can actually read the document and look for expected information. Here are some examples:

Invoices - find the key information you need to update your accounts system - i.e. Invoice number, supplier, order number. Our solutions will intelligently find the information, no matter where it is on the page. We can then run look-ups in your accounts system and create new invoices where needed.

Despatch Notes - using a barcode or your existing POD number, read the POD and archive the note away in the document management system.

Job Files / Case Files - using classification, with behind the scenes programming, we will be able to identify the different types of document in a set and automatically route them or file them away triggering emails or workflow tasks when needed.

Questionnaires - it's important to find out what your customers or patients think and hand written questionnaires are still very popular. Our solutions can be set to read handwriting and marks or ticks. All of this information can be extracted and pushed into a database or spreadsheet. 

Update it

It's quite straight forward to read information on a printed or hand written page but the clever part comes in updating a line of business application. We have in-house developers who can take a brief and use some of our "off the shelf" tools to deliver back exactly what you need. Most applications have an API (Application Programming Interface), which means we are allowed to talk to it or will have a facility such as Sage Line 50 (still very popular) where you can import a CSV file with a batch of invoices or credit notes.

Our geeky development team at Knowology have integrated with many systems and will almost certainly be able to come up with a solution for any specific requirements you have. 

Store it

Making a document available to those who need it is the final part of the journey. A good document management system will allow flexible security that links to your existing user management (Active Directory, etc.) and will provide a flexible indexing structure to make it easy to find a document in the future. The systems we provide have a combination of field-based searching (i.e. Invoice Number =)  and content based searching (the word "Peirce" is in a document I am looking for). Some of the features you should look for include:

• Choice of Cloud or local installation
• Secure storage on Raid / Nas / San
• Security that links into your active directory as well as a self-contained user list
• Version control (compliance)
• Audit trail (compliance)
• Workflow option
• ODBC database plugin option
• Full text search option
• Flexible cabinets, document types and index fields
• Email connector to pull in email attachments
• Flexible scanning with bar code reading and OCR
• Options to present documents in Sharepoint
• Multi platform access (PC, Mac, Linux, etc.)
  
• Support for tablets and smart phones