Swordfish from Capita: the complete electronic document management solution

Automating document management in your organisation

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.

The right information to the right people, in the right place at the right time, in the right format.

Adaptable to your needsThe flexible nature of Swordfish allows it to expand to fit the changing needs of your organisation.

Improved efficienciesAs 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 integrationIntegration is provided to maintain the user within a single working environment and typically includes:

•Imageenablement:imagehotkeysavailablefromthecoresystem, linking the user to the relevant underlying images

•Databaselookups:pullingbackindexdatafromthecoresystem database

•Electronicdatacapture:systemgenerateddata (e.g. outgoing letters) is captured and indexed to the relevant file without any human user input

Improved legislative complianceComprehensive 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.

Increased process automation and control 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 reportingSwordfish’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.

The EDM 4-step process

The indexing stepIntelligent data capture and indexing.

The processing stepSearching, retrieval, workflow and output.

The management stepRecord management, retention in line with legislation and secure disposal.

•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

Key functions

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 importing step Import, scanning and automated electronic capture.

Capita, document solutionsDean Bradley House52 Horseferry RoadLondonSW1P 2AF

0207 960 7783documentsolutions@capita.co.ukwww.capita-software.co.uk/documentsolutions

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.

With Capita you get a whole lot more

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

See the savings for yourself