Electronic Document Management – Swordfish

Reduce costs, increase productivity and improve customer experience
by harnessing the strength of Swordfish Electronic Document Management.

The Issues

Unless your 21st Century digital infrastucture is complete - your documents digitised and made accessible, transferable and traceable, you face issues like these

• Inefficient document retrieval means reducing productivity.
• Compromised service levels - delays in answering external and internal stakeholder queries.
• Governance - Data capture and inter-departmental document transfer are open to frequent human error which are difficult to track and audit - making regulatory compliance difficult.
• Document Storage - The ever growing impact of document storage and management space and therefore cost to maintain.
• Security - Lost, damaged or stolen paper copies mean at best cost and frustration - at worst, business failure.
  

Challenges and opportunities

Most of us are information rich, but despite this too many are knowledge poor - documents and data either not complete or accurate or not seamlessly integrated with day-to-day operational processes.

In a modern economy efficiency is king. Capturing and storing data is only half the picture - the other part is the ability to retrieve and transfer them quickly.

This need demands the optimum solution in Electronic Document Management (EDM), software that allows you to;

• Centralise all your paper and electronic documents, making them readily searchable so that they can be found at the click of a button, raising productivity and saving money.
• Direct, instant access from all authorised users, improving business performance i.e. enabling customer calls to be dealt with in seconds rather than days and commercial opportunities to be seized.
• Document access and use trackable - a full auditable history at every stage.
• Significant space and cost savings - no need to physically storing paper documents on site.
• Full Disaster Recovery planning made simple and cost effective.
  

The answer

Swordfish from Capita TDS has all the answers. Proven, sophisticated and developed to answer precisely the needs of today's business.

Swordfish is at work in hundreds of UK organisations, delivering cost savings and enhanced efficiency every day.

• Insurance - Lloyds Underwriting Market and Retail Insurance
• Social Housing
• Local Government

Market success has seen a number of product developments tailored to meet the needs of defined sectors;

• Risk Manager
• Claims Manager
• Interoperability - for ECF
• Housing Manager
• Invoice Manager

The success of Swordfish owes much to the ease of implementation a critical element for which there is no substitute to the Document Management expertise of the Capita TDS delivery team.

Long experience has illustrated the value added to operational performance of a bespoke solution tailored to meet the client's processes and systems rather than the compromises involved in a one-size-fits-all EDM product.

Swordfish provides the best of all worlds. The most sophisticated foundation for a bespoke solution, tailored cost effectively for a perfect match.

Technical/process details

A complete end-to-end Document Management service:

• Business & Technical Analysis Consultancy
  • Client Advocacy to advise and qualify services required
  • Analysis of existing business processes and design of optimised new ones
  • Solution Architecture
  • Specification of Business Requirements
• Document and Data Capture
  • In-house, utilising SwordfishScan or AnyDoc depending on the scale of the client's postroom
  • Outsourced utilising Capita's Scanning Bureaux
• Swordfish Solution Implementation Team
  • Development and Quality Assurance of solution to meet client Business Requirement Specification
  • Integration to Line of Business applications
  • Data Migration from redundant systems
  • 'Show & Tell' sessions to demonstrate progress over the project life-cycle. This allows clients to make amendments under Change Control prior to User Acceptance Testing
  • Project Management over the entire life-cycle - reporting, meeting and coordinating all phases and resources in liaison with the client
• Support
  • Capita provides Service Level Agreement support to answer client queries and resolve any technical issues encountered.
  • Every client has a dedicated Account Manager, who remains their point of contact to review the quality of services provided and plan for future needs.
• Storage & Destruction
  • Capita offers secure off-site storage for sensitive documents that clients do not want to destroy but equally do not want on-site.
  • Capita can implement destruction policies of documents to meet regulatory requirements.

Key advantages

• An EDM that moulds to your need (not vice versa)
• Optimisation of business processes producing quick wins
• Instant document retrieval at the click of a button
• Proven delivery expertise that is trusted
• Intelligent data capture, improving efficiency and productivity
• Integration to other line of business applications