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Sharepoint integration streamlines scanning workflows

A bespoke interface that we designed connects a new in-house scanning solution with Microsoft SharePoint, increasing scanning volumes and streamlining workflows at this Lloyds of London insurer.

Highlights

  • The introduction of new multi-functional touch screen scanning
  • Reduction in space used to house multiple scanning devices
  • An increase in the volume of paper scanned
  • Automated document indexing and storage into SharePoint
  • Instant email and printing facility

Background information

Mitsui Sumitomo Insurance London Management (MSILM) was the first Japanese company in Lloyd’s of London. With over £6.4 billion of net written premiums and assets over £41.4 billion, MSILM is one of the world’s largest general insurers and has grown to a turnover in excess of £310 million.

Operating in a paper intensive environment, MSILM recognised the importance of efficient document storage whilst maintaining high data security. As a result, a review of their current in-house scanning solution was needed along with the design of a more automated document storage process.

Finding an efficient solution

MSILM had already been using an in-house scanning solution - a disparate collection of hardware. Once scanned, all documents were manually uploaded into their Microsoft SharePoint document management system. But despite this, the firm was still burdened with high volumes of paperwork and time-consuming manual processes.

As space remained limited in their Lloyds boxes, MSILM were looking for multifunctional scanning devices to capture documents at their point of entry and upload the electronic files into their SharePoint application.

MSILM had also been searching for a solution with strong technical capabilities. They required the option to print or email scanned documents and to construct complex meta-data from bar coded separator sheets. This meta-data would then be used to automatically separate the electronic documents and store them as individual files.

A bespoke design

We designed a bespoke release script, connecting Kofax scanning software with Microsoft SharePoint. The script included a dynamic document library, automatic logging for audit purposes and XML and image retention options.

To complement the scanning hardware and software, we developed a tailored touch screen application to work on screens adjoined to each scanning device. Documents scanned onsite could then be validated, converted into .pdfs and released into SharePoint. The maintenance of all software and hardware is managed by our skilled technical support team.

The new results

By speeding up the pace at which documents are scanned, and automating the transfer into Microsoft SharePoint, MSILM began benefitting from faster and more efficient workflows. A new ability to generate meta-data sped up the scanning process and the audit information generated, enabled the firm to better track their document workflow.

With the new hardware eliminating downtime and maintenance problems, along with a more user-friendly solution, feedback from staff was positive. Due to the success of this project, MSILM future plans include further customisation of the user interface to extend the future business impact of the solution.

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