Captovation^® Web Capture helps CUsource “connect” with its branches
Distributed capture system leads to many benefits

Customer Profile
 

CUsource of Great Falls, Montana is a Credit Union Service Organization providing services to twenty-two credit unions representing fifty-one branches across Montana.  Their primary role is to provide data processing services to both investing credit unions and client credit unions.  Additionally, they provide hardware and software products and network services to assist the credit unions in their day-to-day business operations.

Business Challenge
 

CUsource had the challenge of providing their credit unions with a more efficient and functional system for storing and retrieving their various documents.  On any given day, the credit unions may receive vouchers, account cards, photo identification cards, checks, deposit slips, vault replenishment slips, and signature cards.  The credit unions had been physically storing all of these documents at their branches making it difficult to locate documents quickly.

Physical storage space was a big issue for CUsource’s credit unions because they are required to retain some documents for seven years.  To alleviate their storage space concerns and provide a back-up storage method, the credit unions began putting their documents on microfiche.  However, the credit unions quickly found out that the cost to maintain and use a microfiche system was expensive. Additionally, employees discovered that finding documents on sheets of microfiche was time consuming, inconvenient and negatively impacted customer service. 

Solution
 

To improve information sharing and eliminate physical document storage at the credit union sites, CUsource implemented the Hyland OnBase electronic document management system at their location in Great Falls and provided client licenses for the system to their credit unions. CUsource also implemented Captovation Web Capture for distributed document capture. 

“We needed a capture system for our clients that could easily integrate with OnBase providing the ability to scan, index and archive documents ” said Sam Algeo, Computer Technician and OnBase Administrator for CUsource.

Captovation Web Capture’s ability to integrate with OnBase and map its indexing fields with OnBase search fields provided a simple and easy implementation for CUsource.  The credit unions are now scanning their documents with Canon DR-2580C document scanners. From there, they are indexed and sent over the Internet to CUsource where they are archived by document type within OnBase. Once archived, they become available online for all users.

Benefits
 

First and foremost, CUsource implemented Captovation Web Capture because of the browser-based scanning and indexing it provided.  “Not only was it easy for our clients to pull up Web Capture in order to scan and index the documents before sending them to our central site, but it also allowed each client to have control of the indexing,” added Algeo.

Web Capture’s direct integration with OnBase allowed for a quick and easy implementation.  In almost no time, employees at the credit unions were able to access and query OnBase to retrieve document images and associated data– a much simpler process when compared to finding documents on microfiche or within file cabinets.

The electronic processing of documents has enabled CUsource’s credit unions to alleviate the inconveniences of physical document storage and putting documents on microfiche.  In fact, Captovation Web Capture has saved some credit unions more than $1,000 per month on the costs associated with the microfiche process.

“Quite simply, we purchased Captovation Web Capture because it met all of our requirements, said Algeo.  “Installing the software for the clients was no more than logging onto a website; the program was easy to use with minimal training required, and its price point was attractive.”

©2008 Captovation Incorporated.  All rights reserved.