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DOCUMENT WORKFLOW
Samsung Ventures has invested in
DocuSign, the Global Standard for
Digital Transaction Management
(DTM), as the first step in a
broader strategic relationship to
bring DocuSign closer to mobile
users so that on-the-go consumers
and mobile professionals can
transact anything, anytime,
anywhere, on any device.
DocuSign helps consumers and
businesses complete transactions
digitally by providing a global network
for sending, signing, tracking and
retaining documents in the cloud
that eliminates the inefficiency,
cost and security risks associated
with printing, faxing, scanning and
overnighting hard copy documents.
The specialist recruitment division
of REED has removed paper from
the administration of 95% of all
new contracts after implementing
DocuSign’s eSignature solution to
streamline its document workflow.
The use of electronic rather than
paper-based processes has brought
significant productivity improvements
to the employment agency. Document
preparation time has fallen by 90%,
Solutions 4 Data, which operates
Nottinghamshire County Council’s
in-house scanning solution,
has upgraded its seven-year
old scanning equipment in a
project delivered by Data Capture
Solutions, a Neopost company.
The installation of faster Kodak
i3450 and i4200 series low-volume
production scanners running the
latest Kofax Capture software has
resulted in an immediate 20%
improvement in scanning throughput.
The investment, which includes
a new PDF+ module that enables
basic OCR to be applied to PDFs,
also paves the way for exciting future
developments, potentially including
the provision of electronic mailroom
from 30 minutes to just three; and
supplier sign-up is now completed in
two days rather than two weeks.
The time staff spend archiving the
mailbox has also fallen sharply, from
three days to two hours per week.
The signing of multi-million pound
contracts with businesses that need
individuals who hold an array of
technical skills or have large projects
that they can’t fill themselves used
to be a paper-intensive task that
involved sending multiple contracts
to a large supplier base, occasionally
linking with the company’s legal team
in the case of special conditions.
Strategic Supplier Relationship
Manager Debbie Legg said: “We
send out contracts on a daily basis
to our suppliers. My team submits
requirements continually as we win
new clients and we need to have
certain suppliers in place before we
go live.”
Large client implementations
would habitually require all of REED’s
suppliers to sign and return the
contract within a four-week period.
Typically, REED would compile
a document pack consisting of a
Framework Agreement and Support
Supply Agreement, which it would
email to the decision-makers of each
company involved to sign and return.
Stakeholders would often be abroad
or out of the office and inevitably
the contract would stall until the
decision-maker had returned to the
office to print, sign, scan and email
the contract back to REED.
“The process that we had in place
before DocuSign was antiquated,”
Legg explained. “We didn’t have any
transparency into whether the person
had viewed the contract or whether
they’d redirected it, so the team would
have to chase the supplier manually.”
In 2013, REED introduced
DocuSign, which provides a
complete audit trail of the workflow
so that Legg can keep track of
all outstanding and completed
contracts at the click of a mouse, and
automatic reminders that reduce the
need to chase decision-makers.
The use of DocuSign templates
has cut preparation time from 30
minutes to just three and reduced
supplier sign-up time from two weeks
to as little as two days.
“Having it all centralised, reducing
the paper burden and having the
ability to automatically route contracts
to our director for signature are
extremely valuable to us,” said Legg.
Samsung Ventures to
promote the benefits of
digital signing
Scanner upgrade prepares ground for digital mailroom
services, including the opening,
scanning and electronic routing of
the 30 to 40 sacks of mail that the
council receives each week.
Solutions 4 Data, a supported
business run by Nottinghamshire
County Council, employs a number
of disabled workers as part of the
Work Choice programme run by The
Department of Work & Pensions
and The Shaw Trust to help disabled
people to enter the world of work.
It provides scanning services
to local organisations and to
the council. In the latter’s case,
these include invoice capture and
processing, HR document scanning
and adult and social care financial
paperwork digitisation.
Each morning, the council receives
between 600 and 1,000 invoices that
need to be scanned and released by
3pm. OCR software is used to extract
invoice data which is then imported
into the council’s finance system
for accounts payable staff to match
against purchase orders.
The i3450 and i4200 scanners
have throughput speeds of 90
pages per minute (ppm) and 100
ppm respectively and are able to
process paper sizes up to A3. The
i3450 scanner has a built-in A4
flatbed with book edge feature for
processing bound documents, books
or pamphlets, while the higher
performance i4200 has a 500-page
front-loading feeder.
Document
preparation
time has
fallen by
90%, from
30 minutes
to just
three...
OCR software
is used to
extract
invoice data
which is then
imported into
the council’s
finance
system....
