Client Case Study - Digital Field Solutions

Digital Field Solutions use an Enterprise Managed Hosting Solution
from Hostway to process data from digital pens

Digital Field Solutions provides digital pen and paper applications for businesses to simplify field based data capture and processing. The company uses electronic ballpoint pens which write exactly like normal pens but also capture handwriting and drawing from specially prepared paper forms, pre-treated with a microdot pattern. Any kind of information can be recorded on these forms, from diagrams and text, to tick-boxes. As a result of the data capture versatility, Digital Field Solutions’ clients range from building damage assessors, loss adjusters and surveyors to insurance companies.

Users record the information with the pen and paper without needing a mobile computer. Using a miniature camera built into the pen, as it moves across the page it captures the unique pattern printed on each page. This data is encrypted and then transmitted via the user’s mobile phone over Bluetooth and GPRS to web servers at Hostway. Once it reaches Hostway, the information is deciphered by the software on the servers and sent on to the client as an image of the completed form along with text or figures converted from the handwriting according to rules embedded in the data collection form.

Digital Field Solutions needed a managed hosting solution which could store and process all of the data from the client companies, with security and reliability being paramount. Because of the nature of the data being stored, Digital Field Solutions could not afford any downtime. On the basis of these needs, the company chose Hostway to help it fulfil these requirements.

Hostway took a consultative approach to supplying Digital Field Solutions with a managed hosting platform. By spending time with the company on-site the Hostway team gained an understanding of their business needs as a whole, not simply their technical requirements. They then mapped these back to a set of technical criteria, and supplied a bespoke solution to Digital Field Solutions.

Digital Field Solutions’ servers are also used to host their on-line forms management portal , scribbleWeb which allows clients to log on, view their forms and, if required, amend the converted text before importing it into their own systems. With three dedicated servers, 24/7 support, uninterruptible power plus data back-up and replication to a secure International DC in Hannover, the Hostway solution provides peace of mind for Digital Field Solutions and its customers.

Aquilo Inspection & Reinstatement Services (AIRS) assesses the damage to buildings after storms, fires and other incidents, followed by effective management of the building repair. Using Digital Field Solutions’ forms and digital pen, AIRS building engineers can assess damage and plan the repairs without stepping foot into an office. Once the personalised form is signed by the claimant, the information is immediately transmitted to Aquilo’s support team via mobile phone, vastly speeding up the claims process.

Digital Field Solutions chose to have their server environment fully managed so that all systems are automatically patched and up-to-date and any changes required can be made by the Hostway team as soon as possible. They are using an enterprise-level hardware firewall, which is also monitored so that any emerging threats can be dealt with as they are discovered. All of Digital Field Solutions’ data is fully backed up on a daily and weekly basis so that if files are deleted by accident, or applications become corrupted, the data can be restored to its initial state.

One challenge that Digital Field Solutions faced was that with customer data being transmitted between the field operative, Hostway’s servers and the customer company, they needed to guarantee complete end-to-end security. Hostway was able to reassure Digital Field Solutions with the range of security features it offers, which was a vital prerequisite for their choice of hosting provider.

“The system is very versatile. Once we have designed the form for each customer, it can be printed on normal paper by laser printer. Field staff love the simplicity of the technology. It is easy to use and instantly gets data back from the field, enabling the next step in the process to start – whether invoicing, report production, order fulfilment or claims payment. Our clients have experienced significant improvements in service delivery, productivity and data quality” said Tim Howard, Director of Digital Field Solutions. “We needed a server solution which we could rely on 24/7 that was secure enough to handle all of our clients’ data. Hostway fitted the bill at every stage.”

“We haven’t had any problems so far, and having the data backed up in multiple places gives us another layer of protection. Working with Hostway also means that we don’t have to worry about growing amounts of customer data, because we can flexibly scale up or down as required,” continued Tim. “We look forward to continue working with Hostway as our operation grows.”