Case Studies - 1st Contact

1st Contact are an International firm of accountants with offices based in the UK, South Africa and Australia. Part of their service is dealing with the UK Tax affairs of ex-pats and secure money transfers.

Because of the nature of there clients they were receiving a wide range of documents in the London office. These included Bank Statements, Account request forms and correspondence which was proving to be an issue as different information and documents were required by different offices.

The problem was how to:
 
• Distribute the information
• Maintain files and provide access to all office.
• Avoid employing people to maintain an In-Housing processing operation.
• Remove paper handling.
• Reduce costly time delays in getting documents overseas.

The problems were put to InSyde Software and we were able to provide a totally live solution based around our Inview Browser Based Document Management Software, a full Hosting Service from our dedicated WEB server and the services of the Scanning Bureau.

Account requests and general correspondence are directed to the Bureau by a PO Box address where the documents are prepared, scanned and indexed before being uploaded to the New Documents Trays on the WEB server. This allows instant access by the appropriate staff in any office in any country to find, view and process their documents online. The DMS also allows them to add any related documents such as Word, Email, PDF and Jpeg to provide a seamless client file directly from their desktops.

Large Numbers of Bank Statements and Companies House documents are also received in the London Office. These need to be filed by the Person, Account Number and in date order. Again access is required by difference offices. They also need to be processed on a daily basis.

Using an In-House photocopier a member of 1st Contacts post room simply scans these to a file on their network. InSyde Software then access these via a secure log on and transfers them over the Broadband link to the Bureau where they are Indexed. They are uploaded back to the WEB server, again providing instant access to all authorised users across the world.

Every attempt is made to ensure all documents are processed by Mid Day on the day of receipt.