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Australian Air Express Case Study Harrison
Data Capture provides Australian Air Express with WINopticä to
run a nation wide imaging solution. Australian
Air Express is a freight and logistics company. It moves a very large number of parcels each day.
IT has a domestic and international presence. As one of Australia’s
major air courier companies, it needed a solution that bring faster response
times to customer requests whilst lowering overall costs.
Electronic imaging was a logical solution.
AAE examined the market place and came to the conclusion that any one
system was likely to become redundant quickly.
All systems that were compatible with the organisational needs was
expensive to implement and required a highly specialised group of personnel to
properly manage and maintain the system. Outsourcing
would alleviate the risk of redundancy, skills level shortage and guarantee the
very fast turnaround for their solution. AAE
chose Harrison Data Capture. Harrison
Data Capture and AAE worked together to set-up appropriate delivery of
documents. Ten documents types have
been isolates and these are each kept separate for meaningful retrieval.
Because some staff should not have access to different types of
documents, Harrison Data Capture used the systems administrator module in WINopticä to
set-up user groups and assign privileges as to what groups can see what
documents. AAE
has a very short period to get the information up on line. Less than fourteen
hours is the expected time. On a
daily basis the documents are scanned in, indexed and verified.
Following strict quality assurance rules so that no document is ever
assigned an incorrect index. Then the information is put up onto the AAE dedicated server
at Harrison Data Capture which is part of the AAE Intranet. AAE
customer service personnel (CSP) view the documents via a Microsoft Internet
Explorer Browser with an applet that adds WINopticä viewer capability to the browser. CSP search for the document they require and they are
returned nearly instantly to the screen. From
here the operator can print, fax or e-mail the document. Additionally, the
operator can annotate to this file notes, highlight the sections on the image
using overlay technology and stamp it with preset symbols or text. The
administration of the system is done at Harrison Data Capture.
The viewers at AAE are connected with TCP/IP through the AAE Intranet.
This is connected to Harrison Data Capture via a dedicated ISDN line.
The NT server at Harrison Data Capture is dedicated to AAE.
The WINopticä program
holds the index to all the information that AAE has on the file server that is
attached to the server. This is encrypted so that is only meaningful to AAE. The
data is put on the server via all the Harrison Data Capture bureaus. The
first part of the process involves document preparation where all the staples
are removed and pages sorted for size and unfolded.
The documents are scanned on appropriate scanners.
This might be on Harrison Data Capture high capacity Kodak or Bell &
Howell machines or the moderate Canon scanners.
The accurate data entry staff then indexes the images and the data is
verified to check for mistakes to get a zero error rate.
The images and the indexes are linked together and then put on the AAE
assigned file server ready for use. The
backup, archival and systems management is all done by Harrison Data Capture.
The types of documents include: ·
Retail
invoices; ·
Terminal
service fee; ·
Airway
bills; ·
IATA
summaries; ·
General
invoices; ·
General
credit notes; and, ·
Cargo
handling invoices. All
these documents are part of the successful operations of AAE.
By having them on line the staff can quickly respond to routine inquiries
form internal clients or external clients and suppliers.
The paper documents are necessary for verification but once the delivery
of the parcels are complete, or the invoices are entered, the images are kept
secure in WINopticä . The
professional staff of Harrison Data Capture manages all parts of the process.
This means that AAE can continue to dedicate the skills of their staff
and management in running a logistics company, not an IT and data warehouse. The
Volumes
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