Document Capture is the process of converting documents and data into reusable electronic information.  It is the first step in the information lifecycle; consistently capturing various types of data, in the highest quality possible, and indexing it all so as to ease future retrieval.

 There are two core reasons businesses deploy Document Capture solutions:

• To store important business records for permanent or long term preservation.  This is typically done at the end of the business process.
• To enable data to be processed more quickly and efficiently.  By converting paper to an electronic image as early in the lifecycle as possible, businesses can better manage the information workflow.

Oyster IMS have over a decade of experience working within the Document Capture arena.  Originally running and managing a high volume imaging bureau which scanned and classified documents within the legal sector in the UK, Oyster IMS have since worked on designing and implementing large scale digital mailrooms for a number of leading UK financial services organisations.

Since founding Oyster IMS we have provided advice to a variety of clients regarding their Document Capture needs: analysing existing capture solutions and recommending either technology or process improvements; reviewing capture procedures in line with British Standards for Document Capture; implementing small scale departmental capture solutions; building digital mailrooms using forms processing and intelligent capture solutions with Kofax Capture and Kofax Transformation Modules.

Oyster IMS follow a consultancy driven approach to developing Document Capture solutions for our clients.

• Strategic Capture Review – We start by reviewing your capture needs, whether or not you have existing capture solutions in place.  The output of the review outlines your imaging and capture requirements and makes recommendations for change.  These may include changes to procedures to improve efficiency and to ensure the operation works to the appropriate level of standard.  We include in the review your existing technology to determine whether it supports your capture needs moving forward.
• Create High Level Design and Business Case – We identify the most appropriate solution including, where possible, increasing the utilisation of existing technology investments.  We can present a business case with a robust ROI supporting the need for change if required.
• Product Comparison and Selection – After determining your capture needs we advise on the appropriate hardware and software required to support the solution.  Although we resell Kofax Capture technologies, these are not always the most appropriate solution.  Where this is the case we recommend the most suitable capture applications .  We can support you through a detailed procurement exercise or, where a more simple solution is required we can facilitate a vendor comparison exercise.  With regard to capture hardware we are able to supply and support a range of scanners.
• Detailed Solution Design – We create a detailed solution design covering the technical infrastructure required to support the solution, software and hardware components.  As well as covering the technical specification, we design the processes to be executed using the technology.  In all cases, the solutions are designed by senior consultants with experience of all aspects of Document Capture.
• Systems Implementation – We can implement your chosen hardware and software and can deliver training courses and documentation.  For larger implementations we can also provide full project management support.  We are certified to install Kofax Capture and Kofax Transformation Modules.  We are also Kodak partners with Capture Consultants fully trained to deliver solutions built on Kodak Capture Pro v2.0.
• British Standard 10008 - Oyster IMS design capture solutions to the highest standards that are appropriate to your business needs.  We believe, where possible, organisations should work to ensure that their capture solutions meet the British Standard BS10008 - Evidential Weight and Legal Admissibility of Electronic Information, which provides best practice guidance relating to Document Capture.  We can also assess whether your existing capture solutions meet the British Standard and will assist in developing your policy and procedures to meet these requirements.
  

Oyster IMS support organisations looking to take advantage of Digital Mailroom or other advanced capture solutions but who do not want to actually run the operation internally.  Whether you wish to engage an off-site capture provider or outsource an internal on-site capture operation, we can provide invaluable assistance.  We have run both off-site and on-site commercial operations ourselves and have advised a number of enterprises through the outsourcing process.  As a result, we understand the issues from both sides and can help with:

•  Initial requirements gathering
• Developing business case justifications and obtaining internal approval
• Creating short lists of appropriate external / outsource partners
• RFI / RFP / ITT development and response evaluation
• Reference site visits
• Final selection and contractual negotiations
• Ongoing evaluation and review of service