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Presentation summary from Canon for Business Information at Work 2014 event: Moving towards a paperless office is part of many organisations’ business goals, yet according to research by AIIM, only 14% of European Businesses currently use a Digital Mailroom. See how implementing a Digital Mailroom can help organisations meet compliance, intelligently capture information and keep their mail secure across multiple locations whilst reducing costs.
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DIGITAL MAILROOM
BETTER BUSINESS PROCESSES
DIGITAL MAILROOMThe easy steps you can take to bring your mailroom into the digital era
THE MAILROOM LANDSCAPE IS CHANGING
WORKPLACES ARE CHANGING
Staffing levels are reducing
Mobile working and BYOD are on
the rise
Offices are becoming smaller
THE MAILROOM IS A KEY COST-CUTTING TARGET
It is typically seen as a cost to the business
Government and regulators require
ever more onerous compliance, including
evidence of good working practices
COMPLIANCE IS EVER MORE DEMANDING
CUSTOMER EXPECTATIONS ARE EVOLVING
They expect a fast response regardless
of channel usedCustomers are using
a wide variety of business communication channels,
including email, SMS & social media
A digital mailroom can cut costs, increase efficiency, ensure compliance and help to exceed customer expectations
BUT HOW?
INFORMATION AT WORKOn 3 July 2014 Canon hosted an event to bring together industry experts and technology leaders to discuss opportunities and share insights around Information Management – including the Digital Mailroom (DMR)
DMR SEMINAR OVERVIEW1. Cost cutting2. Changing workplace3. Compliance
1. COST CUTTINGThe mailroom is not a revenue stream and, as a result, is always under cost pressure. But are organisations optimising what is an essential day-to-day element of the business?
2. CHANGING WORKPLACERemote and mobile working is the new norm but paper communications continue to drop through the office letterbox How can organisations prevent information disconnect and paper inundation, while keeping tech-savvy employees used to instant response happy?
3. COMPLIANCEHow can organisations, especially in the Professional and Public Sectors, ensure continued good working practices and information safety while also consolidating areas of the business such as the mailroom?
THE SPEAKERS INCLUDED:
Business Process Consultant
Doug MilesDirector of Market Intelligence
AIIM International
Erna van LaarHR Consultant
Connexxion
THEY TALKED ABOUT THE CHALLENGES FACING MAILROOMS TODAY• Paper intensive processes
• Mail is often copied, reprinted and reposted
• Manual mail management, including sorting, data extraction & distribution
• Physical inter-office distribution
• Documents not managed securely
• Lots of physical space needed to store incoming business-critical documents
(HR files, invoices, etc.) Leading to higher costs and potential compliance issues
75% OF ORGANISATIONS SAY PAPER REDUCTION IS PART OF THEIR BUSINESS IMPROVEMENT GOALS:Yet only 14% of European organisations currently use a Digital Mailroom
THEIR TOP 3 CONCERNS:1. Investment costs 2. Legal admissibility 3. Need for physical signatures
OVERCOMING INBOUND INUNDATION WITH THE DIGITAL MAILROOM A centralised digital mail processing hub can intelligently capture and route all types of inbound communication
RATIONALISING INTERNAL INFORMATION FLOW CAN INCREASE PROCESS EFFICIENCIES AND REDUCE OPERATIONAL COSTS:
60% better mail traceability and compliance
48% faster turnaround to
customers
38% better availability of
inbound mail in electronic form
CONNEXXION CASE STUDY Better data delivery for ConnexxionConnexxion is a large public transport company in the Netherlands, transporting hundreds of thousands of people every day
There was a need to better manage high volumes of sensitive
company and employee data
Connexxion’s HR department was receiving 1,000
important documents per day across multiple sites
THE CHALLENGES
The solution resulted in improved
archiving & access
THE SOLUTIONCanon proposed and implemented Connexxion’s DMR solution, which included automatic routing of received documents to individuals across 150 sites
THE RESULTS• Total handling cost reduced by 60%• Local deployment centrally managed• Clear audit trail for ease of reporting• Supporting mobile workers• 0% data loss
MORE INFORMATIONIf you are an existing Canon customer, please contact your account manager to find out how better Information Management can transform your business
Or contact us on:[email protected]/For_Work