Kofax Transform 2013 - Making the Digital Mailroom a Reality - Swiss Post Solutions

Tom Carroll

Services Director, Swiss Post Solutions

Dermot McCauley

VP Solutions Product Marketing, Kofax

Making the Digital Mailroom a Reality

Confidential ©Kofax 2013 Confidential ©Kofax 2013


AGENDA

Introduction

Swiss Post Solutions (SPS)

The SPS / Kofax Synergy

Case study: Digital Mailroom

Summary


Revenue $9.4 B

61,500 Employees

Operates in 25 countries

$150+M Investment in Innovation & CO2 reduction

Global Business Solutions Division of Swiss Post

7,000+ Employees

Revenue $600 M

Founded 1849

MAIL SOLUTIONS

OFFICE SERVICES SOLUTIONS

RECORDS SOLUTIONS

DOCUMENT PROCESSING SOLUTIONS

Swiss Post Solutions

Confidential ©Kofax 2013

Outsourcing solutions of strategic

business processes

40 top global “Fortune 100” companies

are customers

SPS operates over 300 mailrooms

worldwide

Third largest mailroom provider worldwide

Over 250 million documents are sorted,

scanned, validated and delivered into

client systems a year by SPS globally

Swiss Post Solutions


SPS Document Processing Centers

Global Centers connected via the SPS integrated Service Platform (iSP)

5

20+ Locations Worldwide


6


7

Managing Information Logistics… The right information at the right place at the right time

SPS – Delivering a Service Requires High Standards

Document & Information Services

Mobile Capture

Multi-Channel Capture


SPS Values

Innovative Thinking Delivering Excellence Clients First

Putting our clients first means offering bespoke solutions.

Our clients‘ needs are at the center of every decision.

We develop our solutions around our clients‘ needs to increase their performance.

We offer first-class solutions based on knowing what our clients need/want.

We compete with industry leaders offering bespoke client solutions.

We continuously strive to improve our delivery capabilities in order to gain competitiveness.

We question conventional approaches and dare to differ from the competition.

We think out of the box not only to satisfy our clients’ wishes but also to conquer new markets.

Innovative solutions development keeps us ahead of our competitors.



Why Kofax?

Cultural values aligns with SPS

Transformation of business processes

Innovative

Best in class, scalable, secure technology

Technology to streamline processes

Enable workflow & transparency

Global reach

Multi-channel capture

Risk mitigation

9


A Case Study

Corporate Digital Mail Service (CDMS)

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Solution Context & Business Challenge

State of Mailroom and Paper Workflow

Mail delivered to one static location but staff worked

remotely and they were constantly mobile

Multi-Channel Communication: Typically information

flowed into to the organization via increasing number of

channels:

Email, fax, web form, paper mail, voice, etc.

Increasingly difficult to manage, audit, archive all

different media and formats in a unified manner or

place

Client expectation was for faster, more agile, global

response from suppliers

Increasing needs for compliance


The CDMS Solution

receive mail

sort

open

batch preparation

scan

indexing / QC

destroy

temporary archive

data integrity DPS SQL DB

secure file transfer to customer systems

scheduled disposition

physical delivery (items not suitable for scanning)

physical delivery

physical delivery request

Digital Mail User

-forward -comment

-close -send

-delete -escalation


The CDMS Solution

Incoming paper mail is diverted to SPS Document

Processing Centre via PO Box

Mail is opened and scanned to digital image format

Images are automatically sorted to recipient (individual,

department, group)

e-mail link sent to recipient who can open, action then

archive or destroy the document

Mail images are stored in ‘e-mail style’ layout

Administrators can control/monitor departmental groups,

mail not addressed to one individual

Original paper copy options:

Archived off site

Secure, certified destruction


The CDMS Solution

Works in very similar fashion to managing e-mail

Letter image files can be:

Forwarded, shared, comments added, archived,

deleted

The ability to define simple work groups

Administrators can always recover and reassign mail


A phased-in approach

Now have the live mail and archive elements

Will continue to add functionality

Will likely add other packaged services to

complement mail and archiving

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CDMS Implementation


Solution Benefits

Increased Speed of Business Response

Enables Mobile, Remote, Flexible Working

Enables Collaboration on Projects, Documents,

Workflows

Improved Information Security & Compliance

Reduced Cost in Archives, Copying, Internal Mail,

Floor-space

Reduced Emissions

Improved Client Satisfaction


Compliance Benefits

Audit trail is automatically generated on point of entry

Letter images are backed up instantly, paper letters have

only one copy typically, images are archived instantly

Items cannot be Lost

Group/Departmental Administrators can monitor activity,

check if letters have been actioned or not

Digital image format offers far greater ‘Searchability’ when

audits/ retrieval of information is required

Ownership of letter is automatically assigned through

system

SPS have ISO 27001 (Information Security) Accreditation

Does not overlap/compete with corporate DMS, ECM

systems, policies etc.


Business Speed & Agility Benefits

Letters which currently sit in in trays/offices for days

while recipient is away will be actioned on day of

receipt

Can access letters via Smartphones, Tablets

Letters requiring forwarding, collaboration can be

sent to colleagues/partners immediately

Retrieval of historic/archived letters can be instant

Client requests/queries can be dealt with instantly

Key contractual processes can save several

business days


Financial Benefits

Faster, more Agile Customer Response

aids winning, growing, retaining business

Potential to reduce mailroom headcount

and space costs (dependent upon

volumes and service profile)

Savings in long term archive storage

No Requirement for internal IT resources

to implement


A licensing model that meets the SPS needs

Cloud based service offering

Ability to build UIs

Scalable technology

Supports future business transformation opportunities

Excellent Gartner and Forrester rating

Company stability and wide international presence

Excellent software support services

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Why was Kofax the preferred technology?


Expertise in mailroom services

Demonstrated innovation in leading transformation now

and into the future

Thorough analysis is conducted

Best fit solution recommended

Turnkey operation

Phased-in approach where appropriate

Mitigated risk with experienced BPO provider

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The SPS Outsourcing Advantage

Questions from the Audience?

Thank you

For further information, please contact:

Tom Carroll

Director, Document Production Center

Phone: 212.204.0986

Email: [email protected]