Available in Windows or Web Off the Shelf (COTS) Software deployments for Oracle or SQL Environments
Provided with Standard System: Cyclops Xtract, Correction, InfoBase Record & Document Management with underlying Business Process automation
Additional Options: Further customisation, Provision of Printed and EForms, Mobility options for PDAs, BlackBerrys etc, Maintenance, Integration, Data Sharing and Data Capture are available.

System Summary:

CycEncounters is a Software Tool from Geoff Smith Associates providing an end to end data capture and form processing solution for Police Forms including Stop & Search, Street Encounters, HoRT, PND, RTA and Crime Form management. The solution has been specifically developed for front line policing applications enabling the efficient and effective processing of police forms. With minimal manual intervention, the system automatically captures paper and electronic form data, creates relevant Records and stores Document images for rapid intelligence gathering and undertakes a defined business process for exception processing.

System Details:

The system offers fast, accurate automated capture of paper or electronic forms (including mobile capture options), automated storage of Records and images and rapid intelligence collation and collaboration. The proven recognition-assisted data capture system provides reliable reading for hand-written and machine-written reports, analysis and complete case management. The solutions are in current use within a number of UK Police Forces. This means that the systems are sold with a tried and tested ‘best practise’ Business Process which ensures statutory and regulatory compliance and also includes the good practice functionality gained from other forces’ use. For these Forces, the system has been shown to provide policing efficiencies in the prompt availability of Intelligence and statistics for national data returns and to achieve considerable repeatable cost savings in reduced printing costs, accessibility of data and forms, time saving efficiencies in the correction of form errors and omissions.

The solution is available 'off-the shelf' and provides an end to end system as it starts with the provision of printed forms (which GSA can supply) or electronic forms for mobile capture hardware (such as a BlackBerry or PDA) and ends with the production of quality assured data and images. The solution has been specifically designed to swiftly convert National and Local Forms paperwork into facts, figures and digital images which can be managed and the data can be used for Intelligence, statistics and for management reporting. The solution offers the ability to achieve surprising cost savings with minimal effort.

Data from forms is imported and subject to a range of Recognition background processes including Bar Code, ICR (hand print), optical mark-sense and OCR (machine-print) utilising a superior best of breed recognition engine that ensures the quality capture of information. The Recognition data is validated and verified to ensure quality of data including the use of pre-set Business Rules, Dictionaries, Constrained Field Masks, different Character Sets and address checks interfacing to other software such as QAS and Compass. This capability to ‘read in context’ also provides data purification during the capture process to ensure its accuracy. This 'read' data is available for manual operator checking and correcting in the CORRECTION Program which provides an image assisted reject/repair module for Exception Items raised during the Recognition stage.

The resulting Form image and Form data are instantly retrievable and viewable within the Cyclops Viewer which is PD0008 evidential admissibility compliant. Furthermore, additional correspondence or Form related details are stored in the VIEWER and a variety of data export mediums are available for example into Force Intelligence or Data Warehouse systems. The Viewer provides comprehensive data and document management and search facilities including savable query searches and the generation of National and local reporting statistics.