Electronic Document Management

As a part of GSA Ltd, we offer the Cyclops Document Management System. A Feature Rich Document Management solution which is easy to use and available in Web and Windows formats providing the ability to Scan paper documents, create and store Template Letters and Reports, store Emails and Attachments and add electronic Files such as photos and Microsoft Office files. All Documents and files are viewed from a clear viewing screen which includes extensive image handling features for full document management including search & retrieve, comprehensive facilities for collation, email, print, export, redaction and full visible Version History & Audit Trails.

Cyclops EDMSAll electronic File formats can be saved in Cyclops including tif, jpg, bmp, gif, pdf, sound or video, Microsoft Office Documents such as Word, Emails, all Email Attachments, CAD Drawings, or Text files. All variety of Paper Documents can be scanned using a flexible range of scanning options including Multi Function Devices. The system is easy to configure with a range of indexing and classification options including recognition facilities such as Bar Code recognition.The Cyclops Viewer is PD0008 compliant for legal admissibility.

The solution enables lifecycle management of Documents including retention, archiving and deletion (MoPI Compliant for Police users) with comprehensive Document Meta Data and Free Text search facilities that enables word-searching within all scanned images and type-written document text including system Meta Data. All search results can be filtered, exported, emailed, and filter searched. As standard, system access is permission enabled down to user and document level.

Case Studies

GSA were contracted to undertake a complex HR & Occupational Health document scanning project.  It was concluded that the most cost effective route was to outsource the weeding & classification of files to GSA.  GSA completed the project on time, within budgets and also implemented the Cyclops EDRM Solutions to keep the Force(s) paperless going forward.
One of the largest UK Police Forces had to relocate into a new modern Head Office accommodation; they decided the most cost effective route to moving their paper files was to outsource this process to an approved supplier such as GSA.  This was a complex project that required methodical project management, as per the client’s requirements GSA scanned all records and provided custom scripts for upload onto the clients SharePoint libraries.  Fundamentally the client saved on removal  costs as GSA provide this process as part of the service. 
An exclusive London based clinic wanted to eliminate all the typical Risks associated with paper files, they were advised to only use a secure scanning services supplier, after seeing many suppliers GSA were selected.  The Clinic is now reaping the benefits of freeing up valuable expensive space and having files instantly available between offices in London and the USA.
Dealing in the London luxurious homes market, with space being extremely expensive and the need to ensure client Files remain secure.  GSA were contracted to collect and scan all Files, then to provide a system to enable the viewing of the scanned files. 
GSA have been provide secure scanning services to numerous Probation Trusts for several years, GSA were selected as a supplier based on having the right level of security to handle sensitive information and also having the Software application that was sophisticated enough to manage the scanned Files in compliance regulatory obligations.
A successful firm of accountants utilises GSA scanning services to get all their clients’ year end accounts scanned.  Financial information is kept for several years; therefore managing this information digitally was the most cost effective and efficient way forward.
a leading designer and manufacturer of electrical slip rings systems and fibre optic rotary joints, contracted GSA to scan all their financial records, which included POD’s, Invoices etc.  This has now freed up valuable office space. 
With sites across Europe and China this company are experts in welded assemblies, tube manipulation, transfer and progression presswork, wire forming, exhaust bright trim and deep drawn components.  They decided to operate a digital HR Department; the first step was to scan all records, then to adopt the Cyclops Document Management Solution to remain paperless.