Swordfish from Capita: the complete electronic document

Swordfish from Capita: the complete
electronic document management solution
Automating
document
management in
your organisation
The right information to the right people, in the
right place at the right time, in the right format.
Swordfish, Capita’s market-leading electronic document
management (EDM) solution, takes control of the movement of
information and data throughout its lifecycle, from origination
to archive or deletion as legislation dictates.
While being tailored to the needs of your business today,
Swordfish is built with flexibility in mind to ensure it can adapt
to the ever changing needs of your organisation.
As such, Swordfish provides the perfect platform upon which you
can move to a totally paperless, information-driven environment.
From scanning and document storage to information retrieval
and comprehensive work flows, Swordfish makes vital
information accessible at a moments notice. The result means
your staff can deliver a faster and more accurate outcome for
your customers.
Increased process automation and control
Adaptable to your needs
The flexible nature of Swordfish allows it to expand to fit
the changing needs of your organisation.
Improved efficiencies
As an enterprise platform Swordfish makes accurate data
accessible at a moment’s notice, enabling your staff to deliver
a faster and more accurate outcome to your customers.
Complete integration
Integration is provided to maintain the user within a single
working environment and typically includes:
•Image enablement: image hotkeys available from the core
system, linking the user to the relevant underlying images
•Database lookups: pulling back index data from the core
system database
•Electronic data capture: system generated data
(e.g. outgoing letters) is captured and indexed to the
relevant file without any human user input
Improved legislative compliance
Comprehensive archive and retention rules
ensure only the information needed by
the business remains within the repository,
whilst an audit trail is maintained detailing
any actions taken on a document.
Swordfish Workflow achieves efficiencies by ensuring work
is actioned in a timely manner, and clearly shows where
bottlenecks exist. Swordfish Workflow includes:
•SLA status inboxes
•review stages, both managerial and peer
•diary notifications for action
•QA checklists
•action reassignment
•email notifications
Fast and comprehensive searching options
In addition to image hotkey searches, comprehensive index
searches are combined with text searching capabilities to
ensure the right information can be found with just a click
of a button.
In-depth management information reporting
Swordfish’s comprehensive and secure reporting platform
turns operational information into valuable management
data utilising MS SQL Reporting Services, giving you greater
quantities of in-depth business intelligence.
Key functions
•Web-based solution providing instant,
24 hour access
•True integration with line of business applications
•Comprehensive workflow delivers automated and
transparent processes
•Automated scanning and indexing solutions through
multi-functional devices and dedicated scan stations
•Storage of any file format,
•Integrates with Microsoft Office and Adobe for publishing
direct from the native application
•Comprehensive retention and disposal rules enables
complete control of the document repository
•Searches against the text content of any document
•Secure repository that aides disaster recovery and
business continuity
•All actions taken on a record are logged
•Controlled collaboration and editing via full check-in
and check-out procedures
•Comprehensive business intelligence reporting
•Automated import routines to capture system generated
data from third party sources
•Online help reducing the need for specialist support
•Image controls that include applying audited remarks
and redaction, securely hiding sensitive information
on a scanned image
•Integrates with mobile devices enabling flexible working
Swordfish Web Services
This dedicated web services application
exposes the core functionality of the
Swordfish system via a SOAP-based API
allowing Swordfish to quickly become the
data repository for your entire organisation.
•Expedites the complex process of application
integration, allowing applications from different
sources to communicate with each other without
time-consuming and custom coding.
•Improves the level and speed of integration
between Swordfish and your in-house
applications allowing data to be retrieved from
within Swordfish and displayed in a format
appropriate to the viewing application and in line
with business procedures.
•Delivered as a tool kit for your company’s .Net
developers to enhance in the future.
The EDM 4-step process
The importing step
Import, scanning and automated electronic capture.
The indexing step
Intelligent data capture and indexing.
The processing step
Searching, retrieval, workflow and output.
The management step
Record management, retention in line with
legislation and secure disposal.
With Capita you get a whole lot more
Capita is renowned for its success in helping
organisations across the UK deliver high
quality, cost-efficient services.
Trusted by social housing providers, local and central government,
through to small commercial organisations and global corporations,
Capita’s document solutions business has over 25 years’ experience
managing some of the most sensitive and valuable paper and
digital material in the country.
Capita’s culture is one of developing sophisticated, quality
and bespoke systems to tight legislative timescales. Our goal
is to provide products and services that assist our customers
in delivering high performance service provision focused on
the needs of their end user. Since inception, Capita’s software
has formed the bedrock in making sure technology is utilised
effectively to deliver these functions.
Document solutions forms one element of Capita’s software
services division, part of the FTSE 50-listed Capita plc – the UK’s
largest outsourcing specialist. Capita’s extensive knowledge
of public sector infrastructure, service obligations, financial
pressures and strategic objectives is built on practical experience.
Working in close partnership with our customers to develop
and implement solutions that meet their needs and corporate
aspirations, Capita is judged on measurable results.
See the savings for yourself
To book your FREE one day onsite consultancy,
speak to your Capita account manager or contact us on
020 7960 7783
or email us at documentsolutions@capita.co.uk.
Visit the website at www.capita-software.co.uk/documentsolutions
Capita, document solutions
Dean Bradley House
52 Horseferry Road
London
SW1P 2AF
0207 960 7783
documentsolutions@capita.co.uk
www.capita-software.co.uk/documentsolutions