Veritas Engineering Expands BPO Services with Kodak Alaris

Based in South Africa, Veritas Engineering is a prominent consulting firm that specializes in large-scale construction, project management, and archive management. Their business process outsourcing (BPO) services provide document management and digitization services to organizations across many industries.

The Challenge: Rapid Growth Required a System Upgrade for Expanded Capabilities and Scale

Years of steady growth and a strong uptick in demand for digitization and document processing services revealed an urgent need to upgrade the document scanning and data onboarding operations at Veritas to scale with their growth. Their legacy system was expensive, slow, and inflexible; it simply could not keep up with the surging demand.

Veritas staff had grown frustrated with the underperformance of their fleet of document scanners and the lack of support they were receiving. They also knew they had to shift away from their outdated capture software which had been creating service bottlenecks and could not scale with the increasing demand for document management services and feature requests.

Leaders at Veritas had set goals to increase operational efficiency and productivity, expand their service offerings and capabilities, provide flexible pricing models to their clients, and shift away from a complex, centralized scanning system to a more flexible and intelligent platform that empowers its distributed user base. They had to deploy new IDP software and high-volume document scanners to achieve their goals, which included the need to:

• Improve the performance of their digitization and data onboarding operations in terms of speed, reliability, flexibility.
• Increase the visibility of operations across the board and manage batches between sites.
• Improve integration capabilities to save some files in client document repositories.
• Increase levels of automation to ensure all records are archived correctly without duplication or errors.
• Integrate with Azure cloud and use concurrent licensing for their distributed end user base.

The Solution: Best-in-Class Scanners and Intelligent Document Processing

Recognizing the challenges and the opportunity, Veritas reached out to their partner, Scan Serv, for guidance. Kodak Alaris has been a trusted technology partner of Scan Serv for many years and is recognized as a best-of-breed vendor of high-performance document scanners and as a rising leader in the IDP software space. With the broadest portfolio of solutions in the industry and a Professional Services team that has worked successfully with Scan Serv for many years, Kodak Alaris was the perfect fit for Veritas.

Scan Serv recommended a phased approach to a system upgrade, starting with a new fleet of document scanners from Kodak Alaris, including KODAK i5850 Scanners, followed by a rollout of KODAK Info Input Solution. As a browser-based intelligent document processing (IDP) platform, the adoption of Info Input was quick and painless, and the productivity gains have been compelling and consistent.

Results: Dramatic Improvements Across the Board

With the new fleet of scanners in place and Info Input Solution deployed to 160 users across six locations, the new system made an immediate impact on productivity. In less than 2 months, the company was able to take on several new projects and expand their operations with new facilities. They are now processing over 200 million pages per month, with much greater visibility into operations across the board, and user satisfaction has improved dramatically.

They have achieved higher levels of automation, as several manual steps have been successfully eliminated their document onboarding and management workflows, from document preparation to auto-classification. The old system had a limited queue, but now users don’t have to sit around and wait for the queue to clear before they can perform other tasks. With a single central server for configuration, users only need an internet connection to do their job, right from a browser. Not having to purchase and manage extra hardware has provided huge cost savings for the business.

Veritas can now take on more projects at the same cost, without adding headcount. Powered by KODAK Info Input Solution and hosted on a private Azure cloud, the new system provides a clear log of all changes, output exceptions, and change requests. It’s also customizable and easy to configure with file storage systems, and integration with PowerBI provides automated on-demand reporting and auditing.

A Partnership for Driving Growth and Service Expansion

Veritas Engineering serves many government organizations in South Africa for digital records management, including the Department of Health and the Department of Justice. To securely handle all this sensitive information requires a high degree of trust; the confidence these agencies have in Veritas is driving continued growth within the public sector and beyond. Meanwhile, the Professional Services team at Kodak Alaris works alongside Scan Serv staff, who provide monthly customer success reporting and program management. Together, they are a highly responsive and coordinated team of experts dedicated to exceeding the expectations of their varied customer base.

With KODAK Info Input Solution, Veritas now has the flexibility to customize solutions for any use case or workflow and integrate with existing systems. These capabilities are enabling them to reach a wider array of customers and continually elevate their services, whether they are securely processing patient files, critical legal documents, or important historical records.

Info Input’s Open Intelligence™ architecture  makes it easy to integrate document AI and generative AI services from trusted sources like Amazon, Microsoft, and Google, which means Veritas has practically unlimited capabilities to expand their document processing services. The decision to adopt Info Input Solution has solved many challenges for Veritas and has set the foundation for a more productive, efficient, and scalable future. This transformation highlights how partnering with the right technology provider can be pivotal in establishing a clear, sustainable path for long-term growth.