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Enjoy
economies
of scale
and simpler
management
by centralising
document
production
and despatch.
activity so that you can confirm and,
if necessary, prove that something has
been sent. Some systems provide digital
certification of electronic documents to
prove authenticity and proof of receipt.
The result? Better customer service and
faster dispute resolution. In the case of
invoices, proof of receipt can even help
you get paid faster.
5
Ensure Compliance.
Audit trails are just one example of
how output management software
aids compliance. By automating the
preparation, production and despatch
of customer communications generally,
OMS software makes it easier to stick to
relevant rules, regulations and standards,
from the pre-sorting of mail to maximise
Royal Mail discounts (see below) to the
archiving of invoices to HMRC standards.
6
Personalise customer
communications.
Increase response rates and build
stronger customer relationships by
personalising transactional and marketing
communications. OMS software lets
you do this in a number of ways, from
changing greetings on letters to varying
the offers, promotions and marketing
material sent to each customer.
One of the key functions of almost
all OMS solutions is the generation
of barcodes and/or optical marks
containing processing instructions for
folder-inserters. These are read by the
folder-inserter, which modifies envelope
insertions accordingly. In a recent survey
by Ricoh Europe
3
, almost two thirds
(64%) of consumers said brands could
do more to tailor their communications
to their needs – and 80% said they
would be willing to share data to enable
this. Automating insertions eliminates
human error and ensures that each
person receives the documents they are
meant to. This is particularly beneficial
for organisations that handle sensitive
customer data, especially those in
healthcare, social services, education
and financial services. Figures from the
Information Commissioner’s Office (ICO)
2
show that sending sensitive data to the
wrong recipient is one of the three most
common causes of data security breaches.
7
Boost productivity.
The above is just one example of how
OMS (and folder-inserters) can increase
productivity by reducing manual
processing. In fact, output management
software has a massive effect on staff
productivity by automating almost every
aspect of the communications process,
from the use of templates for document
creation to the automatic pre-sorting of
mail. Neopost estimates that automatic
mail processing saves 30-60 seconds
per item. Claims management company
Claim Eazy has reduced the amount of
time it takes to process outbound mail
by 80% since installing an intelligent
Neopost DS-200 folder-inserter and
output management software.
8
Save money.
Hand-in-hand with productivity
enhancements are big cost savings. These
come not just from increased efficiency,
but also from the substitution of printed
communications with digital messaging
(where desired).Within a month of
introducing output management
software and giving customers a choice
of receiving invoices in the post or by
email, bakery products supplier Ransons
had cut its postage and paper costs by
20%. Further cost savings come from
a reduction in costly errors associated
with manual processes; improved data
accuracy (certified address management
software is included with Neopost
output management software); and
sophisticated mail processing. For
example, OMS can save postage
costs by combining multiple letters
to an individual in one envelope and
by grouping and pre-sorting mail to
maximise Royal Mail volume discounts.
9
Make better use of resources.
Enjoy economies of scale and simpler
management by centralising document
production and despatch. Organisations
with multiple branch offices don’t have
to install printing and mailing equipment
in every office or put up with slower, less
productive devices in satellite offices.
With optional plug ins documents can be
processed and despatched centrally. As
well as reducing support requirements in
branch offices and enabling organisations
to make productive use of larger, more
economical devices in the corporate
print/mail-room, centralisation
maximises possible Royal Mail volume
discounts.
10
Maintain a consistent
corporate identity.
The document design features
included in many output management
solutions let you centralise the
creation of transactional and marketing
communications for a more professional
corporate image. Templates for invoices,
sales orders, statements, forms and other
documents let you apply a consistent
design across your business, from
typefaces, fonts and graphics to output
choices, such as single- or double-sided
printing. A multi-channel solution like
GMC Inspire provides a single design
platform for print, email, mobile and web.
Folder-inserters have been an office
and mailroom staple for many years.
New generation output management
software bring them into the twenty-
first century, making them a core part of
organisations’ multi-channel customer
communication and digitisation
strategies.
1 Digitisation at Work, Xerox, 2016
2 Data Security Incident Trends Report, July-
September 2015, Information Commissioner’s Office,
2016
3 Communication Crackdown, Ricoh Europe, 2016
