Document Control Systems has provided customers with a wide range of solutions for their document management needs. Solutions have been implemented across several markets including financial, manufacturing, distribution, education, federal and state government, pharmaceutical, etc.
A brief detail of some applications is enclosed divided by type of product or service as follows:
DOCUMENT MANAGEMENT IMAGING SYSTEMS
A Fortune 500 pharmaceutical company
A leading commercial bank
A state government office
A Telephone Company
MAIL PROCESSING SYSTEMS
A multinational commercial bank
A state government office
A Fortune 500 payroll processing company
Delivery of medications at a Veteran's Hospital
SERVICE BUREAU
A leading commercial bank
A large distributor of consumer goods
A worldwide leading cosmetic manufacturer
A leading Newspaper
CONSULTING SERVICES
Innovative Design of a New Internal Revenue
Stamp Dispenser System for the state government
Fortune 500 Pharmaceutical Company
A leading Fortune 500 pharmaceutical corporation manages its accounts receivable in a centralized location. This department receives delivery receipts and invoices from all distributing offices and warehouses.
Inquiries for these documents are originated from different remote locations as well as from different in-house departments including a high volume of retrievals from their own A/R personnel.
Their paper based system required a large room for storage, dedicated personnel to organize, sort, file and retrieve documents, a cumbersome and slow process for requests of documents, increased resources to service outside requests, misfiles and lost documents.
A solution including Aquarius DMS, WEB and Integration to their terminals was implemented.
Today, the storage room has been eliminated, internal users access documents instantaneously on their desktops and outside personnel "serve" themselves accessing remotely through the Internet.
Implementation of the system was achieved in less than two weeks, training to end-users was minimal due to use of the effortless integration with their emulated terminals and use of browsers, thus benefiting from increased productivity and prompt document access for all users, internal and external.
Leading Commercial Bank
Bank Statement requests were being handled at a centralized department. Service personnel at this department received requests from the bank branches, other departments within the bank or directly from end-users, electronically, by fax or telephone.
Copies of such statements were stored in microfiche and even though the requests could have been handled electronically, the process to "acquire" the image form the microfiche to either a paper copy or a digital image, was manual, lengthy and cumbersome.
Currently, with the assistance of Aquarius ERM and Aquarius WEB, bank statements are automatically processed at night and available to all departments and bank branches through their own Intranet the very next morning!.
Statements are formatted utilizing as overlay the pre-printed statement form of the bank. Officials have the options of printing or faxing statements to end-users with the pre-printed form in black and white or just the text feeding an original form to a local laser printer.
In addition, the bank has "customized" the system through scripting to e-mail statements to all customers that have e-mail accounts.
Currently, a project has been initiated to add the functionality for "tying" statements to check images.
Customer Service improvements, productivity and tremendous cost savings paid for the system in record time.
State Government Office in charge of Auditing and
The legal department of this government office has the responsibility to "issue" legal opinions as to how other offices of the government could be violating current laws, regulations or appropriate procedures. The entire personnel at this department had to continuously refer to legal opinions and resolutions from current times to some dated back as far as 1950. The search was tedious to say the least, there is no way to reference to a file but by the subject at hand!
Direct search to the folders was almost impossible and a system of index cards, similar to those used in libraries was in place, however, still, searches on these cards was cumbersome and frequently they could not match what they were looking for with the few lines of subject that were available for reference.
A solution was designed utilizing Aquarius DMS, Aquarius WEB and assistance from our Service Bureau. All documents were scanned, indexed, OCRed, proofed and stored in a Web Server and made available to internal users through an Intranet.
Currently, a user access a Web Site with a common browser, makes a Text Search like in the now familiar search engines on the Internet and gets a list of all hits, which in turn can of course view, print, e-mail or fax.
Plans are in place to make such documents available to the general public and to expand to multiple applications within the institution.
Telephone Company
Copies of monthly invoices, contracts, service repair tickets, and a number of other applications were all being handled using paper.
This state-wide telephone company has aggressively embraced imaging technology, they installed Aquarius DMS and WEB Services, started with one application and have been continuously adding new ones since.
A current "revision" of many areas with paper-intensive operations is in place, areas for storage of files are disappearing or drastically reduced, and a centralized department to handle all documentation has been created. At this department documents are being scanned, indexed, stored and made available through the network or the Web.
The storage and retrieval of all documents is done utilizing current Oracle database infrastructure and distribution is achieved through Microsoft Exchange utilizing Outlook at the desktops.
An aggressive campaign to replace paper where necessary will take this corporation to a near "paperless" environment thus obtaining all the benefits of leading edge imaging technology.
DOCUMENT MANAGEMENT IMAGING SYSTEMS
Compliance of all Government Offices
MAIL PROCESSING SYSTEMS
A multinational commercial bank
A U.S. leading multinational commercial bank started a pilot marketing project to create a new and unique bank statement to consolidate in it all bank accounts of a customer, including checking, savings, investments, loans, etc., also, they wanted to include in this new statement comparison and performance data of different bank products in the form of graphic pies, bar charts, etc.
The above mentioned characteristics plus several other marketing guidelines resulted in a bank statement that looks like a small and handy booklet. For the production and distribution of this booklet, they called on Document Control Systems. A solution for the design for printing, folding, cutting, stitching and mailing out thousands of these statements per hour was needed.
Mission accomplished!, the bank has been successfully operating a tailored system processing up to 10,000 statement per hour with record breaking performance.
It is impressive to see the system in operation. It feeds statements, reads barcodes, accumulates pages, cuts them, folds them, stitches them, inserts them in envelopes, sorts them, meters them and all at a blazing speed!
Current plans include to expand utilization of this product to other installations across U.S. and Latin America.
A State Government agency in charge of regulation
At this agency, all correspondence and parcels are received at a central location. Current confidential regulations do not allow for opening of any correspondence until it is in the possession of its corresponding legal entity. In addition, many of these items have to be processed by law in a required period of time, and court order proceedings with deadlines for compliance and penalties are common items.
The manual handling of these items required constant re-routing of items, and being accountability an issue of big concern, many manual written logs were being kept in several different areas. Also, the manual handling and re-routing did not provided with a "tracing" mechanism to find items or to properly supervise deadlines.
A tracking system was implemented, today, all items are scanned, assigned a tracking label and input into a multi-user application with the capability of adding relevant information like recipient, sender, deadlines, follow-ups, re-routings, comments, etc.
Processing time has been drastically reduced!, appropriate and extensive reporting, tickler mechanisms and accurate tracing data is kept in the system.
Accountability and traceability are now available through accurate reporting and at a click distance, claims are being handled in record time and supervision of work and deadlines is managed in an much easier, accurate and efficient manner.
A Fortune 500 payroll processing company
This 2 billion dollar a year corporation manages an around the clock regional operation of very high-volume processing of payroll checks. The whole operation is critically dependant on mailing equipment to process thousands of items per hour almost non-stop.
Thousands and thousands of payroll checks are being digitally printed every day in three shifts, fed into a mailing inserting equipment which in turn accumulates items at a very impressive speed, folds them and inserts them into envelopes to be delivered to final customers. This corporation maintains a Service Contract with Document Control Systems that includes on-site support 24 hours, 7 days a week!
These application not only reflects the reliability of the high-speed, high-volume folding/inserting equipment provided, but also says a lot about our corporation's commitment and efficiency on providing appropriate preventive maintenance technical support.
Delivery of medications at a Veteran's Hospital
The hospital is responsible for weighting, posting and accurately distributing (mostly by mail), all medications prescribed to veterans. This activity is a very sensitive one, many of these medications are controlled substances, they have to be sent in precise increments, in a timely manner and with strict security and confidentiality.
Before a solution was provided, this operation was mostly being handled manually, procedures were very cumbersome, lengthy, non-secured and un-reliable.
A differential weighting system with barcode labels and laser barcode readers was implemented. All items are now traced, accounted for and proper supervision to timely delivery is achieved through adequate reporting.
The system provides matching information of weight, timely delivery and accurate and extensive tracing information.
of all financial institutions
SERVICE BUREAU
A leading commercial bank
Leader regional bank is going paperless! This bank employs several thousand people, has more than one million DDA accounts and it is leader in its region.
They have created a centralized department to handle all documents related to mortgage loan files, car loans, personal loans and credit card documents.
They currently have about 150 users and have recently negotiated and acquired an unlimited Web license to make application documents accessible to all pertinent users through the bank's Intranet and the Internet.
Document Control Systems Service Bureau handles their backlog and peek periods, while they process all average new day to day documentation. Many optical platters have been filled and are now available through their network, people all over the bank are now used to digital documents on-line for expedient processing of loans, claims, inquiries, and others.
We have permanent staff at our facilities for the conversion of their backlog. Also, a night operation is put in place, utilizing their own facilities and equipment to assist them at peek periods.
The combination of daily work by their personnel and assistance of our Service Bureau has been a proven formula of success to timely manage all their document needs.
We congratulate and support this institution's efforts to provide its users with an electronic and seamless one-source of information being it data or paper documents.
A large distributor of consumer goods
The Credit Department of this firm decided to go digital, they looked for an outsourcing solution for their invoices, delivery receipts, credits and customer purchase orders, and called on Document Control Systems.
Due to their volume and short term on-line requirements for their documents, we proposed and implemented a hybrid solution. They acquired Aquarius DMS and we pick-up their documents weekly and deliver CD's.
This formula has proved to be the most adequate for certain volume and niche applications, we currently have multiple customers utilizing this same approach.
Today's technology allows us to enhance a solution for corporations that seek full outsourcing services. We have started to build the necessary infrastructure that will allow us to implement a full outsource solutions or, as the industry now calls it, to become an ASP (Application Service Provider).
Under this formula, customers will not have to purchase any software, we will process their documents, make them available through the Internet in servers at our facilities, and all they will have to do is to access them through a common browser.
A worldwide leading cosmetic manufacturer
Accounts Payable is the nightmare of document applications, documents come in all sizes, all colors and all thickness. Appropriate scanners to handle these types of documents are often very expensive and even many good size Accounts Payable Departments can not justify them, besides, the handling and "prepping" of these documents is also a "not-so-liked" operation.
In turn, our Service Bureau can justify such investment utilizing these equipments for different applications, jobs, companies, etc. and handling and "prepping" of such documents is our life-blood.
On a periodic basis, we pick-up documents, process them at our facilities and deliver CD's or Opticals and updated databases for indexes.
These customers experience all the benefits of electronic information without the "hassle" of the necessary conversion from paper to digital images.
A leading Newspaper
A Regional newspaper with more than 25 years in the market and more than half a million subscribers was experiencing difficulties to timely and accurately distribute the newspapers everyday. In addition, they wanted to start a campaign to advertise pre-paid subscriptions by mail.
In very broad terms, their system works like this: When you want to subscribe to the newspaper, your postal and physical address is requested and entered into their newspaper application software, a distribution "map", with street names and numbers, has been previously built into the system and it determines zones for distribution or not. Once you have been assigned a distribution zone, a daily report to distributors is given and they in turn deliver the newspaper to your house.
Their problems resided in the fact that most of the postal and physical addresses in their system were very old, their "map" had been "tampered" with by many people over the years, was outdated and physical addresses in the subscriber's database did not match names in the "map" database.
An overhaul and updating of all postal addresses, plus a standard for physical addresses and matching between the subscriber's database and the zone map had to be achieved.
Document Control Systems was awarded to correct more than 500,000 postal addresses, certify them with the U.S. Postal office, create a standard for physical addresses and to supervise matching of such records with the zone map.
The project has resulted in improved reporting of organized addresses, all components match and a mailing campaign to subscribers has started!
CONSULTING SERVICES
Innovative Design of a New Internal Revenue
As part of its Tax Revenue System, the state Treasury Department collects revenues ranging from property taxes to professional certifications through the expedition of Internal Revenue Stamps. Currently, these stamps can only be purchased at more than 100 government offices.
These locations are overcrowded, buyers frequently have to wait long hours in line and are generally very dissatisfied with the service to say the least.
Utilizing as a model current postal technologies, Document Control Systems has developed, in conjunction with Neopost, one of the U.S. leaders in postal technology, a system that will allow buyers of these stamps to print them at their locations of business.
The system consists of software and hardware that will produce a stamp with state of the art security features like bi-dimensional barcoding, microprinting and watermarks. The system allows the purchase of funds electronically and the Treasury Department will obtain data with the usage of all systems.
The Document Control Systems/Neopost product was approved and installations have started. In the first phase of the product, the system will be offered to a potential market of 4,000 certified notaries and lawyers, then to all bank branches and finally to the general public.
The improvements in service and reduction in costs for the Treasury Department are very important, as well as the increased satisfaction of the community that needs to purchase these stamps.
This is not an imaging or a mail processing product, but rather, a result of our Consulting Services that in certain instances cross-over to other technological fields.
Stamp Dispenser System for the state government
