magazine
15
in our production line are eliminated.
This lean production philosophy also
extends to our back-office processes.
Paper based documentation was an
extremely inefficient way of handling
supplier accounts. Documents had to
be physically circulated amongst a
number of authorising managers and
inevitably some documents would get
delayed or mislaid. So we looked around
for a system to scan, store and archive
documents electronically.”
After reviewing a number of
solutions, the IT department selected
Neopost’s IMW-20, which came highly
recommended.
“Our legal advisers were using the
Neopost IMW-20 system and found
it efficient and easy to use.We were
already a Neopost customer and had
been using their mailroom equipment for
nearly 15 years.We saw a demonstration
at our own offices and were impressed
with the simplicity of the system and its
functionality.”
The system’s ease of use was a
major selling point. It can be set-up ‘out
of the box’ in less than one hour and
boasts automatic OCR (optical character
recognition) and sophisticated search
options for quick and easy retrieval.
Paula Rosa-Manhattan is now using
the system to scan new supplier finance
documents, as well as existing paper files,
which should free up 100 square yards of
floor space currently taken up with paper
files.
“This is a £63 million per annum
enterprise with 120 active suppliers,”
explained Caunhye. “Managing that
supply chain more efficiently with a
paperless solution will save management
time, and time in the accounts
department, by speeding up the whole
process.We will also be able to save
valuable floor space at a time when the
company is growing fast.”
Outbound communications
Scanning paper documents and storing
them alongside electronic files in a
departmental or enterprise document
management system helps improve
internal document processes and remove
the barriers between paper and digital
documents. But what happens when you
need to send something to a customer?
How can you respect your customers’
communications preferences and
maintain a unified workflow?
New Neopost OMS-500 multi-channel
output management software provides
the answer. This powerful solution
gives businesses complete control over
document production, ensuring that they
deliver the right personalised documents
to each customer via their preferred
medium, at the right time.
The web-based solution has five main
functions:
1.
Document Design
. OMS-500
includes design functions that let users
create templates for invoices, payslips,
statements, policies and marketing
material. This allows an organisation to
maintain a consistent corporate identity
across all types of document, whilst also
removing the need for costly pre-printed
forms.
2.
Content Personalisation
.
Documents can be personalised for
each recipient through the addition
of customised marketing messages,
overlays or insertions. Intelligent
barcodes or optical marks can be added
to documents and read by a folder-
inserter to personalise insertions.
3.
Mail Processing
. OMS-500
automatically processes mail, saving
as much as 30-60 seconds per item
and ensuring that users take maximum
advantage of Royal Mail discounts for
pre-sorted mail. The software can group,
batch print, sort and merge documents
to maximise savings, for example
by collating documents to the same
recipient from multiple departments in
the same envelope.
4.
Automated Despatch
. The
software automates printing and
posting or distribution via web or email
depending on a customer’s preference.
A scheduler allows the user to specify
when documents should be output.
5.
Archiving
. OMS-500 also includes
an archiving function, ensuring that users
have a record of what has been sent that
they can access at any time.
Today, most business processes still
start and end in the mailroom, even if
they are ever more likely to be 100%
digital in-between. By integrating digital
and paper-based communications,
Neopost’s IWM-20 document
management system and OMS-500
output management software can help
businesses cut costs, be more efficient
and enhance customer service, however
documents are sent and received.
How can you
respect your
customers’
communications
preferences
and maintain
a unified
workflow?
01732 759725
Keep Me Posted
Neopost has joined the Keep Me
Posted campaign, set up to fight
for the interests of consumers who
prefer to receive bills, statements
and other documents through the
post rather than in electronic form.
Judith Donovan, chair of Keep Me
Posted, said: “Many utility companies
have already made a distinct shift
away from monthly paper billing
and towards a preference for online
services. There is no doubt that many
businesses, in their drive for greater
efficiency and cost savings, have
forgotten to take their customers
with them on that journey. Not all
consumers are currently ready, willing
or even able to communicate with
companies solely through digital
means.
“I’m delighted that Neopost has
joined the Keep Me Posted campaign.
Their support adds a strong voice
to the growing number of charities,
businesses and consumer groups
supporting the campaign.”
David Beirne, Postal Relationship
Manager at Neopost, said: “We at
Neopost recognise the importance
of choice in the way consumers and
businesses are communicated with,
particularly in relation to statement
and billing information. Customers
should be given the choice of free
regular paper bills and statements
and not be forced into a situation
where they are penalised financially
or otherwise if they request billing/
statement information in a paper
format – or worse, not have the choice
at all.While the advancement in digital
communication has been good for
business, it must be remembered that
not all can take advantage of these
advances.”
IMW-20
Document
Management
