Public Sector

Public SectorBusiness Process, Document Management and Communications Solutions for the Public Sector

With budgets being cut and the pressure on to make savings, Public Sector organisations need to look at every possibility for streamlining operations.

In addition to making savings, recent regulations enforced by the ICO mean that access to data and its storage must adhere to very strict guidelines. Failure to meet these guidelines has already resulted in huge fines for a number of organisations.

ProcessFlows has been supplying business solutions for over 32 years. The experience gained over this time, coupled with our best-of-breed products, means that we are very well placed to provide the tools and support required to save time and money in every department of an organisation.

Public Sector Solutions at a glance

  • Secure, Integrated Network Fax and E-Document Delivery.
  • Voice-Activated Incoming Call Handling – Avoid missed calls, direct callers to the correct person/department automatically.
  • SMS Integration – Immediate two-way communication; manual/automated messaging to and from almost any front- or back-end application.
  • Electronic Document Management and Workflow – Secure, regulation-compliant document storage, with almost instantaneous retrieval.
  • Intelligent Print and Cost Management – Save 30% of overall print costs, create a greener office and greatly improve information security.
  • Business Process Outsourcing – Offload labour-intensive processes to a more cost-effective, highly skilled and flexible workforce. Reduce staffing costs and risks.

OpenText RightFax e-Document Delivery

RightFax is the most reliable and robust fax server software available and is by far the market leader. It provides an integrated, simple and secure way to send and receive non-repudiable documents, drives down costs and increases efficiency.

Strong partnerships with industry leaders have created simple integration and interoperability, enabling organisations to quickly and efficiently roll-out desktop fax, fax from multi-function printers/copiers and back-end systems – delivering cost savings, compliance and security.

RightFax for the Public Sector

  • Secure faxing of confidential information – Dramatically reduces the risk of mis-sending fax messages, thus avoiding ICO fines.
  • Faxing direct to and from desktop applications – Reduces (or removes altogether) paper and toner usage.
  • Integration with Email, Voice over IP and Back-end applications such as Oracle or SAP.
  • Integration with Multi-Function Printers/Copiers – Stand-alone manual fax machines are no longer required.
  • Massive cost savings on faxing – systems usually pay for themselves within 6 months.

Equitrac Print Management

Save up to 30% of your overall print costs and create a ‘greener office’, by using Equitrac intelligent print and cost management solutions.

Equitrac Office software increases security and helps to gain control of printing through measurement, monitoring and ongoing management. The software also provides a way to gain a clear picture of an organisation’s printing needs, in order to deploy the proper equipment to meet those needs. It also helps employees become more aware of their printing habits and provides the tools to enforce print policies where necessary, such as routing print jobs to the most cost-effective devices, or limiting the amount of colour printing.

Equitrac for the Public Sector

  • Implement rules-based printing, to save money on costs

For example; all emails to be printed are output in black and white by default

  • Secure printing – Documents are no longer left on a printer for anyone to see or pick-up, they are only printed when the user swipes their access card at the device.
  • Complete reports on who is printing what and how, so the organisation can make sure they are making the most of their print infrastructure and that users are printing in the most efficient way possible.
  • Reduce the amount of unwanted print jobs, users are able to select the prints they want at the device – No need for recycling points next to printers.

OpenText™ CX-E Voice Unified Communications

CX-E is a best-of-breed Unified Communications platform, spanning Voicemail, Unified Messaging, Call Processing, Speech Recognition and Mobility applications.

CX-E for the Public Sector

  • Speech Directory/Auto Attendant – Front inbound calls with a speech-enabled Auto Attendant to reduce operator costs.
  • Shared Services and Merging Councils – CX-E can act as a central Unified Messaging platform across separate buildings and organisations, even those with differing telephony platforms.
  • Mobility – CX-E provides users with a myriad of tools to work from wherever they wish;
    – Simple to use Unified Messaging – Voice, fax and email in a single interface.
    – Intelligent Call-Routing – Users are able to quickly make changes for routing inbound calls to whichever location they wish, this can be achieved by Speech, a Web portal or a native application on an iPhone or Android device. Can be set to initiate and route all calls from the organisation’s switch, meaning staff out of the office don’t pay for the call.
    – Advanced Speech Recognition allows mobiles users (particularly car drivers) to stay in touch and perform daily tasks using truly hands-free technology – listen to email messages via Text to Speech, respond to email with voice and check calendars and make appointments, without having to touch a phone or PC.
  • Self-Serve Automated Services;
    – Accept automated payments via the phone
    – Automated problem report handling
    – Pushing Information – Subscribed ‘customers’ can be auto-dialled with useful information

SMS Solutions

Text Messaging has long been recognised as an efficient and cheap medium for communication and many councils have now integrated SMS into their email and back-end systems, to send and receive text messages to and from not only their residents, but also their staff.

SMS for the Public Sector

SMS is widely used in many public sector departments, including;

  • Contact Centre integration
  • Reminders, eg. Licensing (Taxi Drivers Hackney Cab License Renewal), Refuse Collection (Green Bin Reminders), Revenues & Benefits (Notification to bring relevant information to appointments), Housing Maintenance (Social Housing Maintenance/Repairs reminders)
  • Emergency Planning and IT Alerts
  • Library Systems (Return reminders and notifications)
  • School Attendance notifications (along with ad hoc SMS to Students and Parents)

OnBase Electronic Document Management

With the drive from Central Government to drastically cut costs but continue to provide Core Services, Local Authorities are coming under massive pressure to streamline internal processes and automate not some, but all of their Document-centric, manually intensive processes. One of the other drivers for Local Government to adopt electronic working is the asset reduction programmes, where office and storage space must be kept to the absolute minimum.

The only sensible way to achieve these demands is to deploy a fully integrated electronic document management system, coupled with a programme to remove some archive files off-site, destroy duplicates and keep the work-in-progress documents as scanned images or native files held within the EDM for instant retrieval. This integrated solution will allow all areas of the Council to take advantage of the EDM automated document processes, from within their own working environments, often without having to leave their existing Line of Business systems.

At ProcessFlows we have successfully implemented Document Management, Workflow and Business Information Tools – in the shape of OnBase – within several Local Authorities, who have all realised massive process efficiencies for a vast number of services and achieved the seemingly impossible … doing more, with less staff.

OnBase Document Management and Workflow for the Public Sector

  • Storing and indexing the vast amounts of paperwork involved electronically for the following departments (and many others), allows for quick retrieval of all related documentation and huge savings in time and storage space;
    – Building Services, Housing, Planning and Applications
    – Education
    – Social Services – Child and Adult Care
    – Catering & Meals on Wheels
  • Digital Mailroom – One corporate entry point for all incoming business documents. Regardless of the format (paper, fax, email, etc.), all documents pass through the same system to be scanned (if paper), classified, sorted, and distributed to the appropriate destination.
  • Automated Accounts Payable/Accounts Receivable – Negates the need for manual paper handling, reduces errors, greatly increases the speed of the processes involved.

Business Process Outsourcing

BPO is the process of hiring another company to handle business activities and processes for you.

ProcessFlows has evolved and improved this solution to fit current demands – We provide people, premises, IT, legal, human resources and fiscal support, whilst allowing the customer to retain day-to-day management control of their team and their activities.

BPO is suitable for a number of functions that are considered “non-core” to the primary business strategy, such as financial and administration processes, HR functions, data cleansing, data entry, sales, marketing, call centre and customer service activities.

For further information on ProcessFlows’ BPO services, please click here.

 eCopy ShareScan and Power PDF

Almost every office and department has the use of a multi-function copier/printer, but very often these devices are not being used to their full potential. eCopy ShareScan, from Kofax, is the leading MFP document capture solution, turning your MFPs into productivity machines that instantly, easily and securely transform paper documents into more manageable electronic workflows.

Right from the MFP, eCopy ShareScan can:

  • Capture information trapped in paper with the World’s most accurate OCR engine – making it as accessible as data
  • Process documents with near perfect precision – boosting productivity
  • Connect directly to business applications – empowering knowledge workers to do more, more efficiently
  • Automate paper-intensive document workflows – accelerating processes

Quick and very simple access to features such as Scan-to-Mail, Scan-to-PC Desktop, Scan-to-file (directly into MS Office documents) and conversion to searchable and ultra-compressed PDFs, allows the MFP to be used at it’s full potential – as a very powerful business tool.

For organisations that make use of the PDF document format, Power PDF is the smarter PDF desktop software, particularly companion to MFPs. Powerful and easy-to-use this PDF solution lets you create, convert, and collaborate like never before, for dramatic productivity gains. What’s more, Power PDF is available at one-third the price of products with comparable capabilities – exceptional value without compromise.

eCopy ShareScan and Power PDF for the Public Sector

  • Turning paper documents into electronic data results in huge cost and storage savings
  • Keeping tabs on information in electronic form is far easier than in paper form and ensures compliance with data-protection laws


More information

For further information, please call us on +44 (0) 1962 835053 or email

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