digitisation white paper final

Neopost : Digitisation

©2015 Neopost 3

Introduction

©2014 Neopost

in association with

June 2015

Digitisation for SMEs Transforming business processes through the

integration of printed and electronic communications


©2015 Neopost 2

Contents

Introduction 03

Business at the Speed of Paper 04

Paper-lite, Not Paper-free 05

Time to Act 06

Return on Investment 07

Where to Start 08

Send. Receive. Connect. 09

Why Neopost? 14

What Next 15

Digitisation is a

broad term. It

encompasses

both the literal

– the conversion

of analogue

information into

digital formats –

and the strategic –

the development of

a digital mindset


©2015 Neopost

Introduction

3

Half-way through the second decade of the twenty-first century, digitisation has become the business community's number one priority.

In survey after survey, it is cited as the key strategic focus/challenge of our times, ahead of critical factors such as regulation and customer knowledge. Less surprising than this new-found urgency is why it has taken so long for organisations to appreciate the benefits that digitisation brings – and the dangers of ignoring its possibilities.

Digitisation is a broad term. It encompasses both the literal – the conversion of analogue information into digital formats – and the strategic – the development of a digital mindset with the aim of transforming a business, its products and its customer base.

Fundamental to digitisation in all its forms is the embrace of paperless processes as the most efficient, productive, transparent and economical method of running a business.

This whitepaper is concerned primarily with digitisation as it relates to customer communications and their passage in, out and through an organisation and, in particular, the possibilities paperless working presents to cut costs, boost business agility, raise productivity and enhance customer communications.

Partial digitisationTo a great extent, organisations have already embraced digitisation. Today, documents are created on computers, not typewriters, and more often than not they are sent and received by email rather than through the post. We fill in forms online, take our tablets into board meetings and scan expense receipts with mobile phones.

Few organisations have achieved a truly paperless state – just 1% according to a survey of 1,000 business leaders by document solutions company Altodigital. Neopost’s own research, CVA Analysis Across Transactional & Marketing Communications, shows that only four out of 10 small and medium-sized businesses (SMEs) are satisfied with their current level of digitisation, whether that be fully digital (16%) or ‘steady state reached for now’ (25%). Half of SMEs (48%) are in the early stages of digitisation, and of those more than a quarter complain that they are being held back and would like to make faster progress.

Consequently, most processes today still involve paper somewhere along the line. The Postal and Communications Strategies Survey 2012: Central Government undertaken by Neopost and Government Policy Hub found that physical mail accounts for more than half of communications in one out of every four central Government bodies, and more than 75% of messages in 13% of organisations.

Information is still sent and received in paper form and processed using manual workflows that involve moving paper from person to person, from department to department, sometimes from building to building. Even where workflows are predominantly digital, they are often disjointed or interrupted.

The classic example is the signing of documents. Too many businesses still require 'wet ink' signatures on printed documents despite legally acceptable digital alternatives. Digital signature specialist ARX claims that 37% of all documents printed by US local and state government workers are output solely for the purpose of adding a signature. This adds considerably to print and filing costs and creates unnecessary delays, with 42% of respondents claiming that the need for hand-written signatures delays each signature-dependent process by two to seven days.


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Business at the speed of paper

Knowledge silos. The difficulty of integrating separate repositories for information stored on paper and in electronic form makes it hard to mine data and identify new business opportunities, to develop a deeper understanding of customers' buying habits, to answer queries, to collaborate or to share knowledge. If information is buried in silos, including employees' own filing systems, it isn't available to others.

Limited access. Information stored on paper is inaccessible to staff working remotely, from home, client sites or when travelling. Organisations that rely on paper will find it harder to implement flexible working practices that require remote workers to have access to the same information as office-based colleagues. Likewise, without digitisation, paper collected in the field has to be mailed or delivered to the office before it can be used by office-based employees.

Impaired productivity. Using paper to record and store information is time-consuming and a drain on productivity. Paper slows things down at every stage of a process, from data entry to filing and retrieval. Separate studies by EDM Group

and Steelcase1 suggest that the average UK office worker spends between one and one and a half hours a week looking for documents. Some waste as many as five hours a week rifling through filing cabinets and piles of paper.

Poor customer service. With data in separate silos, it can take time to gather the information needed to answer a customer query. In a Censuswide poll commissioned by Netcall, 11% of consumers said they had taken their business to a competitor after failing to get a satisfactory response to a complaint at the first time of asking.

Human error. The use of paper increases the risk of misfiled and lost documents and the likelihood of data entry errors when transcribing information from paper forms.

Unnecessary expense. Print and paper handling is a major business cost. Gartner claims that enterprises spend as much as 1-3% of their revenue on paper, printing and filing, including the cost of office space taken up by filing cabinets and/or off-site storage and retrieval.

The continued use of paper has many undesirable consequences resulting in what AIIM, the Association of Information and Image Management, calls 'business at the speed of paper'. Think postal communications versus email, or the time it takes to locate and collect a paper file from a four-drawer filing cabinet compared to retrieval from an electronic document management system.

Dependence on paper impacts business agility, efficiency, productivity and profitability in numerous ways. Symptoms include:

1. EDM Group press release, Research reveals employees waste time worth £29 billion

looking for lost documents, September 16, 2013

1. Steelcase Solutions press release, Unhappy office workers ‘losing’ 90 minutes every

day, September 12, 2013)


©2015 Neopost 5

Paper-lite, not paper-free

Doing so might be possible for a start-up, but is unfeasible – and arguably undesirable – for an established business. Not least because paper has many benefits: it is a popular and effective means of generating and sharing ideas and is still vital in the context of customer communications.

Despite the availability of digital alternatives, people still like to work with paper. More than three quarters (78%) of office workers surveyed for Canon Office Insights 2013 said being able to print was very important or essential; two thirds said they used their printer several times a day; and 42% said that they were printing more often now than three years ago.

Consumers, too, appreciate paper's qualities. At a time when more and more businesses are switching to paperless billing, it is instructive that 84% of adults are unhappy when companies take away their right to choose how they are contacted; and 81% feel that having a paper copy of a bill in addition to an online version increases their likelihood of reading it (source: Opinium for the KeepMePosted campaign).

Paper and postal communications are trusted – seven out of 10 respondents to the Neopost Mailing Survey Questionnaire 2014 said they preferred to use the post when communicating confidential or sensitive information, with 60% using it when proof of delivery is required.

They are also effective as a means of generating business. In the same Neopost survey, two thirds of respondents agreed or strongly agreed that postal communications are better targeted than digital communications. Almost six out of 10 said they are more effective and more memorable than digital media.

Moreover, paper continues to evolve and embrace new possibilities raised by digitisation. For example, variable data printing software lets you personalise pre-printed material with customer-specific greetings and special offers, while QR codes that can be scanned with a smartphone provide a link between printed documents and online content.

Digitisation, then, is not a question of going paper-free, but rather of using paper where its benefits are greatest and eliminating it from other processes.

Its main purpose is to erase distinctions between printed and digital documents, so that you can introduce all-digital processes within the confines of your business or network; send and receive documents in any format; and integrate information from multiple sources to give workers a single view of customer interactions, for example.

Digitisation is not a question of going

paper-free, but rather of using paper

where its benefits are greatest

With such savings on offer, should one get rid of paper in its entirety?


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Time to act

Productivity. UK productivity levels have stayed stubbornly low for decades. They are still below 2008 levels and the UK is falling behind competitors, such as Germany. By speeding up processes, digitisation has clear productivity benefits.

Cost savings. The 2008/9 crash and its fall-out have forced businesses and public sector organisations to economise. As the costs of printing, mailing and filing have come under scrutiny, organisations of all sizes have taken steps to eliminate waste and unnecessary expenditure. The e-substitution of hard copy mailings with email, web-links and mobile messaging is one way to save money. Another is to scan archives to reduce the amount of space taken up by paper records in on-site and off-site storage facilities. Digitisation also makes it possible to centralise processes, such as accounts or mail processing, in one location. This

removes the need to duplicate functions in branch offices and offers the opportunity to take advantage of cheaper labour in overseas locations.

e-Government. Much of the impetus for digitisation has come from the Government, which is encouraging Government and the public sector to reduce their use of paper and implement electronic workflows. From paperless vehicle licences and driving licences to the scanning of patient medical records and court documents, public sector processes are being transformed by digitisation.

Working practices. Changing working practices have strengthened the case for digitisation. In order for mobile/remote working to be successful, people need remote access to office files; something that is incompatible with paper-based workflows and filing systems.

Innovations in technology. The rise of the smartphone and cloud computing have simplified mobile working and significantly enhanced the productivity of mobile workers. Mobile workers today can capture information on the move with a mobile scanner or smartphone/tablet camera and route to it office systems as part of a paperless workflow. Mobile devices can also be used to retrieve information residing on office systems or in the cloud.

Customer choice. Greater competition and easier switching between service providers mean businesses can no longer take customers for granted. Almost one in three UK consumers (30%) surveyed by Vision Critical for customer service specialist Kana said that they had become less loyal to retail brands in the last five years, with 25% identifying poor customer service as the main reason. Meeting customer expectations is essential for

The essential tools of digitisation – scanners, computer networks, content management systems and optical character recognition (OCR) and data extraction solutions – have been around for decades without eradicating paper.

In the past, digitisation strategies have been slow to take off due to a number of factors, including the perceived complexity of digitisation, notably the difficulty of managing and synchronising digital and printed communications; a lack of leadership by senior managers; concern about costs; and fear of change.

Today, even SMEs realise that there is no longer any excuse to delay digitisation, with 55% of SMEs questioned for Neopost’s CVA Analysis Across Transactional & Marketing Communications agreeing with the statement ‘Digitisation is just something that we have to do’, compared to 20% who disagreed.

There are many reasons why digitisation is at the top of the corporate agenda in public and private sector organisations. Key drivers include:

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Return on Investment

customer retention and loyalty. This includes responding quickly to queries, personalising offers and communicating via customers' preferred channels.

Carbon reduction. . Businesses are under pressure to cut carbon emissions and reducing paper use is a quick and relatively easy way to shrink one's carbon footprint. Digitisation also facilitates remote working, which has an impact on travel-related emissions and can enable an organisation to reduce the amount of office space needed, generating additional CO2 savings.

Compliance. Digitisation brings greater visibility, accuracy and transparency to business operations, making it easier to achieve and demonstrate compliance.

Competitive pressure. Your competitors are already digitising their processes and enjoying greater efficiency and lower costs as a result, giving them a competitive advantage.

Just as strong as the business case for digitisation is the financial argument.

AIIM, the non-profit association for the Information Management community, estimates that 60% of organisations that have implemented paper-saving initiatives achieve a Return on Investment (ROI) on paper-free projects within 12 months, with more than three-quarters seeing ROI within 18 months (source: Paper Wars 2014 – an update from the battlefield).

Neopost’s own research shows that awareness of the financial benefits of digitisation is high even among SMEs in the early stages of digitisation, with 57% agreeing that “Any investment in digitisation now will be worth it in a few years’ time”, compared to just 16% who disagreed with the statement (source: CVA Analysis Across Transactional & Marketing Communications).

Continued...

Awareness of the

financial benefits

of digitisation is

high even among

SMEs


©2015 Neopost 8

Where to start?

Archiving and records management. The scanning of paper archives to improve access to information and free-up space occupied by filing cabinets. Generally this involves digitisation of existing archives and 'day forward' scanning of all new records.

e-Invoicing. Sending, receiving and processing invoices electronically saves time and money. A Billentis report commissioned by Ricoh claims that making the switch to e-invoicing could save European businesses £205 billion and the public sector £34 billion. Currently, just one in five invoices is electronic, but the tide is turning. In The Future of Multi-channel Transactional Communications, Infotrends predicts that by 2017, 35% of bills and statements delivered to US consumers will be paperless.

Defined processes. Any other defined process that involves the pulling together of varied material from smartphones, PCs and scanners, from loan applications to employee on-boarding, can be speeded up through digitisation. The most sophisticated solutions will monitor what documents have been received and flag up any that are missing.

Customer Communications. The digitisation of customer interactions through SMS, web chat and social media can strengthen customer relationships and save money. A study by SOCITM found that customer interactions in local government cost £8.62 for face-to-face communication, £2.83 for contact over the phone and 15p for a web transaction.

Remote Data Capture. Any process that involves the gathering of data in the field, such as insurance claims or machine servicing, can be

improved dramatically through digitisation. Capturing data digitally on a digital dictation recorder, e-pen, smartphone/tablet or portable scanner and routing it electronically to head office enables information to be processed instantly and eliminates unnecessary travel.

Digital mailroom. Capturing information as it enters an organisation, by integrating scanning with mail opening on-premise or in an external bureau and routing mail to recipients is another popular application that impacts every department within an organisation. In The Paper-Free Process Revolution Handbook (2012), AIIM claims that capturing data electronically at the start of a business process can deliver a 30-50% gain in process productivity and a three- to 10-fold reduction in turnaround response times.

When it comes to digitisation, start-ups have a clear advantage in that they can go digital from day one. Established businesses have to take a more evolutionary approach, generally starting with pilot schemes and departmental implementations.

Evidence suggests that businesses are missing out on the benefits of digitisation due to a lack of strategic direction from senior management. This results in piecemeal and ad hoc digitisation projects that are initiated when a process comes up for review rather than being driven by a vision for the enterprise.

In the Neopost Mailing Survey Questionnaire 2014, almost two thirds (62%) of respondents said that the substitution of postal communications with digital alternatives, such as email and social media, was happening in an unplanned manner.

Where you choose to start will depend to a great extent on whether the motivation for your digitisation project is to reduce risk (compliance-driven), to save money (cost-driven) or to improve efficiency (opportunity-driven).

Some of the most popular projects include:

...businesses are

missing out on

the benefits of

digitisation


©2015 Neopost 9

Send. Receive. Connect.

Organisations depend on efficient two-way communication with customers, suppliers and associates. Even if processing is completely digital across the company network, they must still be able to send and receive information in printed and electronic form.

As a leading mailing and communications company, Neopost helps businesses of all sizes address the challenges and opportunities presented by digitisation and the convergence

of hard copy and electronic communications.

Neopost solutions like the IMW-20 all-in-one document management system and the neoPreference communications management system integrate paper-based and digital workflows, enabling customers to streamline processes for inbound and outbound communications.

Through the acquisition of Data Capture Solutions Ltd (DCS) in 2013, Neopost is also able

to provide consultancy-driven records management and business process optimisation services.

DCS provides information management software and services to more than 400 of the largest public and private sector organisations in the UK and more than 70 local authorities and healthcare providers. Software supplied by DCS is used by more than 1,000 companies worldwide.

Because DCS is active in all areas

Case Study

Part of Ballingslöv International, a Swedish supplier of kitchen, bathroom and storage systems, Paula Rosa-Manhattan is a Lancing-based manufacturer of fitted kitchens.

As Head of Finance Max Caunhye explains, it recently installed an IMW-20 mail management system in order to bring the lean production methods used in its factory to key administrative processes, in particular the processing of invoices and statements.

“We operate ‘lean production’ methods, so we constantly review our processes to ensure any inefficiencies 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,” he said.

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. Caunhye says the saving on floor space alone – he expects to free up 100 square yards currently taken up with paper files – means the system will rapidly pay for itself.

“This is a £63 million per annum enterprise with 120 active suppliers,” he said. “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.”

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of information management, including the supply of software, hosted solutions, consultancy and outsourced services, it can develop bespoke solutions tailored to each customer's needs. Customers benefit from a single supplier capable of advising on and delivering all aspects of an implementation, from process design to paper shredding, and typically achieve ROI in under a year.

DCS offers solutions in three core areas: document management, covering all aspects of information management, from the scanning of printed documents to email archiving; business process and workflow automation; and outsourced document processing services that enable organisations to capture high volumes of paper documents without the need for major upfront investment in their own equipment.

In addition to scanning paper documents to digital, DCS software can capture data directly from electronic documents or emails.

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Send

A digitisation strategy has implications for the three stages involved in the sending of documents – creation, production and distribution.

As we explained earlier, the purpose of digitisation is not necessarily to eradicate paper entirely, but rather to use it only where appropriate.

In the context of outbound communications, such as invoices, sales orders, statements and marketing messages, this means taking advantage of electronic communication methods wherever possible and using postal communications when it is the most effective option or what the customer prefers.

For example, a solution like neoPreference lets you create a completely digital process for e-invoicing, from document design to archiving, with automatic invoice tracking and routing via digital channels (email, secure email, download link) or physical mail depending on the customer preference. With the option of Neopost Hybrid Mail, you can even outsource the printing and mailing of hard copy invoices to a Neopost fulfilment centre, enabling you to satisfy a requirement for printed invoices, whilst maintaining paper-free processes on your own premises.

Some organisations seek to impose a digitisation policy upon customers by charging them for paper bills and statements. This tactic can accelerate the transition away from paper and deliver rapid cost and carbon savings. But it also carries the

risk of alienating customers. A less controversial approach is to let customers decide how they want to be contacted.

Regardless of which option you choose, the e-substitution of postal communications and the adoption of a multi-channel communications strategy raise a number of questions that will need to be addressed:

• How do you maintain a consistent style and identity across digital and paper-based communications?

• How do you prevent duplication of messages sent through different channels?

• How do you synchronise paper and digital communications?

• How do you ensure that everyone receives the right communications via the right medium?

• How do you track and record communications sent via different channels?

• How do you give employees a unified view of all communications so that they can resolve queries quickly?

Most organisations find these questions challenging because their postal and digital communications channels run in parallel and have not yet been fully integrated. In a recent Neopost survey, 47% of SMEs said they wasted time preparing digital and printed communications and half find it difficult to keep a record of communications sent via multiple channels.


©2015 Neopost 11

continued...

Output management

The answer is to use output management solutions that provide a unified workflow for all documents from creation through to distribution via electronic channel or the mail. Typically, they provide four main functions:

Document Design. Maintain a consistent corporate identity across printed and electronic output and remove the need for costly pre-printed forms by designing templates for invoices, payslips, statements, policies and marketing material.

Content Personalisation. Customise documents for each recipient with the addition of personalised marketing messages, overlays or insertions.

Automated Despatch. Automate printing and posting or distribution via web or email depending on each customer's preference. Use the scheduler to specify when documents should be output.

Archiving. Save digital copies of all electronic and hard copy mailings that can be accessed and viewed by customer service staff and other employees.

Choice of solutionNeopost provides a range of output management solutions to suit businesses of all sizes and at all stages of digitisation.

Neopost neoPreference, a new cloud-based solution for small and medium-sized businesses includes sophisticated electronic routing features that offer more than just e-substitution of postal distribution.

The fully integrated communications management platform enables small businesses to:

• Create processes for the production of customer communications, including the uploading of Excel, Word, Powerpoint and PDF files and supporting material; the creation of address lists; and the addition of digital signatures;

• Send communications via multiple channels including email attachment, weblink, a digitally certified email (with digital signature) or printing and mailing;

• Archive all communications regardless of channel used;

• Track and trace digital communications, showing when they are opened for compliance and auditing purposes.

neoPreference is a particularly attractive option for SMEs. It is not weighed down with unnecessary functionality, which helps minimise training requirements, and, being cloud-based, it has a low management and IT overhead.

For organisations that send mail in sufficiently large volumes to benefit from Royal Mail discounts, Neopost OMS-500 is a complete server-based solution with a strong focus on mailpiece production, including the ability to group, batch print, sort and merge documents to take maximum advantage of Royal Mail discounts for pre-sorted mail.


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Case Study

Neopost proves the right choice for baking specialist

As part of a strategy to improve its customer communications, Ranson, a provider of baking supplies to bakeries and patisseries around the UK, surveyed its customers to see how they wanted to receive invoices, statements, credit

notes, leaflets and catalogues.

Approximately 70% expressed a preference for mail, with 30% choosing to receive documents electronically.

Ranson sends out about 100 letters a day and after letting customers choose how to receive them, staff had to spend a great deal of time manually separating those that were to be emailed from those to be sent through the post.

Ranson already used a Neopost franking machine and folder-inserter and so it was only natural that it adopted Neopost

output management software to streamline and automate its multi-channel

communications processes as well.

Now, software automatically routes mailings to email or print based on each customer's preference. This has led to happier customers, lower mailing costs and significantly less manual processing, whilst providing Ranson with verification that emails have been sent.

Marcin Rutowski, office administration manager, said: “The solution Neopost provided is very, very simple. I would recommend this multi-communications platform to other companies; it's really saved time and money.”

Receive

In many businesses mail is still opened manually and distributed by hand, sometimes hours later. In more and more cases, the recipient will then take time out from what they are doing to scan newly delivered files and documents on a multifunctional device or personal scanner. How much faster and more efficient to scan documents as soon as they enter an organisation and route them to recipients over the local or wide area network.

So called digital mailrooms maximise the advantages of digitisation by scanning at point of entry, rather than further along a process. Scanning at the perimeter of the organisation has multiple benefits beyond those you would expect from any digitisation initiative. These include:

• Faster mail distribution so

that employees can respond to customer correspondence or execute the next stage in a process more quickly;

• Less paper entering and moving around a business;

• Reduced scope for human error;

• Increased opportunity for the whole organisation to benefit from digitisation, rather than just early adopters.

Neopost IMW-20

In addition to the customised solutions provided by DCS, Neopost offers a complete out-of-the-box solution ideal for small and medium-sized businesses.

The Neopost IMW-20 solution comprises an A4 scanner with 50-page document feeder; an all-in-one touchscreen PC with a 1000 GB hard drive capable of storing millions of documents; and

document management software with automatic optical character recognition and pre-defined workflows for invoice processing and mail distribution.

The combination of a complete, fully integrated hardware solution and an easy to use touchscreen interface has made this a popular solution with small and medium-sized businesses that in the past might have lacked the confidence to adopt digital workflows. Users can access documents from a desktop application on the IMW-20 or remotely via a web browser.

IMW-20 Document Management

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Case Study

ARI Fleet UK (formerly Fleet Support Group) provides a range of services to vehicle fleet operators across the UK, including maintenance management, accident management, breakdown recovery and vehicle rental.

The 120,000 invoices it receives each year used to be processed manually, often by staff working at night or over the week-end. This was expensive, time-consuming and there was always the risk of invoices being lost or mis-filed. ARI Fleet UK

approached DCS to design a more efficient, centralised process, with invoice tracking, logging and audit trails.

After reviewing existing processes, DCS installed an on-site solution for the scanning, capture, indexing and automatic classification of all incoming invoices and credit notes, fully integrated with the company's existing ERP and Microsoft SharePoint systems.

Now, invoices are scanned on arrival, with key data such as order number, supplier name and supplier code extracted

automatically. Matched invoices are automatically routed through to the ERP system for payment, with unmatched exceptions sent to administrators for validation.

This automated system has saved 9 hours a day, slashed invoice chasing requests by 50%, reduced the incidence of invoice disputes and cut invoice processing costs.

Digital data capture

Although businesses still need to be able to process printed documents, most information today arrives via digital channels, notably email. Yet, an email can be just as difficult to integrate into a business process as a paper document. Often, businesses will print email communications and manually input the required data into a business application, introducing processing delays and the risk of mistakes.

DCS provides multi-channel data capture solutions that automatically recognise, validate and extract required data from email, web forms, fax and printed mail in a single integrated process. Ideal for defined workflows, such as sales order or invoice processing, such solutions

also provide real-time tracking and visibility.

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Why Neopost?

Neopost is a leading global supplier of mailing and communications solutions, with annual sales 1.1 billion euros worldwide. It provides a broad range of products and services to facilitate incoming and outgoing communications and help organisations manage the transition to digital communications. These include franking machines; data accuracy software; folding and inserting; envelope addressing; letter opening; electronic document management; and tracking & tracing of letters and parcels. Neopost solutions support every stage of sending and receiving communications by mail, email, SMS and parcels. In addition, it offers complementary services including consulting, maintenance, financial and online services.

Send

Output Management. Neopost's OMS-500 web-based multi-channel customer communications solution automates document production, distribution and dispatch. It also provides electronic document archiving and retrieval, including email and weblinks. Another new solution designed especially for small and medium-sized businesses is neoPreference, which supports e-invoicing and lets users manage the preparation, delivery and archiving of digital and printed communications with just a few clicks.

Hybrid Mail. A new option for neoPreference customers (see above), Hybrid Mail lets users send physical documents without the hassle of printing and stamping in-house. Electronic documents uploaded to neoPreference can be routed electronically to a Neopost fulfilment house for printing and mailing to customers.

Mail centralisation. To enable businesses with multiple branches or remote workers to centralise mail production, Neopost offers Mail Central. Users can email print jobs to a central facility for processing on productive, high volume machines.

Receive

Document Scanners. Neopost mail extraction systems can be enhanced with document scanners and software solutions that scan, archive and distribute incoming documents electronically. These include the Neopost IMW-20 all-in-one document management system featuring a duplex colour scanner, interactive touchscreen, workflow management software and embedded archiving server for the rapid retrieval of stored documents.

Document Management and Business Process Automation. Data Capture Solutions (DCS), part of the Neopost group, offers a range of document management services, from high volume document scanning to fully-fledged business process automation. Core areas of expertise are digital mailroom services, including document and data capture, business process automation and records management, and the automation of back office processes through SaaS/cloud-based EDM & BPM solutions.

E-mail processing. Multi-channel data capture solutions from DCS automatically extract and validate key data from email messages and scanned documents, enabling organisations to implement fully integrated processing of invoices, sales orders and other documents regardless of whether they are received in digital or printed form.

Mail tracking. NeoTrack Touch automated parcel receiving software provides a digital solution to the recording and tracking of packages from drop-off at the post room or reception to delivery to a named recipient. NeoTrack can also track files, equipment, office supplies, computers and other equipment around a building.


©2015 Neopost 15

What next?To find out how Neopost can help you cut mailing costs, please call us on 0800 731 1334.

www.neopost.co.uk/digitisation


Neopost is a global player with a local presence in business solutions for the postal, parcel delivery and related digital world of tomorrow. We have an intimate understanding of physical and electronic communications and work in collaboration with over 800,000 enterprises around the world. Our business has evolved to meet the growing demands of a technology-driven environment. This means we can help our customers successfully make the transition from physical mail to quality multichannel communications management.

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