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Mailroom DigitizationBuilding a Case for Change
Presented by: Tom Carroll, Swiss Post Solutions
Why Digitize?
According to a recent survey by the Association for Information and Image Management (AIIM), there are many factors driving organizations to increase the scanning and capture of information, including:
▌Productivity▌Compliance▌Cost Reduction▌Customer Service▌Environmental▌Business Continuity
2© Swiss Post Solutions, Inc. PROPRIETARY AND CONFIDENTIAL
Today’s Mailroom World
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How Does This Work in Practice?
Digital Mailroom
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How Does This Work in Practice?
Your Mail Room as the “On Ramp” to Integrated Document Lifecycle
Capability to Deliver and Manage Services Across the Document Lifecycle
What’s motivating organizations to look at their approach to Mail Room Services?
Addressing the challenge of managing the Global Explosion of Information (paper volumes increasing in 56% of organizations)
▌Knowledge Management▌Increased Process Efficiency▌Compliance▌Reduce Paper Reliance▌Cost Reduction▌Core Focus
AIIM Research6© Swiss Post Solutions, Inc. PROPRIETARY AND CONFIDENTIAL
WHERE ARE YOU IN THE PROCESS?
Mail Room Physical documents
Digital Mailroom
Document Processing / Automation
Business Process Optimization
Business Intelligence
WHERE ARE YOU IN THE PROCESS?
Gathering Information
▌ Establish/Audit the Current State – Issues, Sustainability, Costs, End-User Needs, Risks
▌ Develop the Solution – Consult with experts, assess software/hardware products
▌ Test Against a Target Framework – Confirm that your solution will meet company needs locally/nationally/globally
▌ Develop a Transformational Roadmap – Provide a detailed case for change, explaining the benefits
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There are four basic steps to follow:
Benefits
▌ Improvements in business process efficiency
▌ Improvements in process quality and consistency
▌ Better knowledge sharing▌ Improved information access &
discovery▌ Faster response (internal & external)
and better customer service▌ Reduction in physical paper
(environmental benefits)▌ Greater staff flexibility and remote
working
8© Swiss Post Solutions, Inc. PROPRIETARY AND CONFIDENTIAL
QUALITATIVE/PERFORMANCE
Why You Should Consider This
▌ Improved processing costs through automation/improved access
▌ Reduction in data-entry costs through used of advanced technologies
▌ Reduction in legal discovery costs from electronic data access
▌ Reduction in costs of compliance infringements
▌ 40% organizations achieve ROI in 12 months or less; 74% in 2 years
(AIIM Research)
FINANCIAL
Start your transformation today
▌ Remember: Your competitors are starting to digitize information. How far behind will you fall if you delay?
▌ Now is the time to be the change agent in your organization.
▌ With the proper planning, leadership and support, your company can successfully transform the way information is managed and business is conducted, ultimately ensuring its strength and competitiveness in the future.
9© Swiss Post Solutions, Inc. PROPRIETARY AND CONFIDENTIAL
For more Information:
Glenn WainerSolution ConsultantSwiss Post Solutions
www.swisspostsolutions.com
Thank you!
