Download - Information at Work: Digital Mailroom
Canon Information Management evenement
Düsseldorf
26 november 2014
Canon Digitale Postverwerking
Canon Digitale Postverwerking
Organisaties worden geconfronteerd met een steeds meer divers aanbod aan binnenkomende post. Naast de afnemende stroom ‘normale’ post komt informatie binnen per e-mail, als bijlage, via Twitter etc.
Voor organisaties zijn grote voordelen te behalen, namelijk door deze analoge en digitale post op een gestructureerde manier te verwerken en naar één formaat te brengen.
In deze presentatie worden enkele internationale onderzoeken op dit gebied behandeld die aantonen wat o.a. de voordelen van digitale postverwerking zijn.
Het Nederlandse bedrijf Connexxion vertelt over haar ervaringen met Canon oplossingen voor het verwerken en digitaliseren van mutaties in personeelsdossiers. Wilt u meer weten? Neem contact op met Canon Nederland.
Tel. 073-6815815.
Of volg deze link voor meer informatie
Canon for Business 2014
Op 26 november 2014 vond in Düsseldorf het tweede internationale evenement over Information Management plaats, georganiseerd door Canon.
Op het evenement waren diversen parallelsessies over specifieke onderwerpen waarbij externe experts en klanten van Canon vertelden over trends en ervaringen.
THE EASY STEPS YOU CAN TAKE TO BRING YOUR MAILROOM INTO THE DIGITAL ERA SELECT GROUP B ON YOUR IPAD
DIGITAL MAILROOM
MICHAEL SCHUETRUMPF INFORMATION MANAGEMENT SOLUTIONS, CANON GERMANY
AGENDA
Market Trends Winning the paper war: the latest trends in pursuit of the paperless office
The Success Stories Better data delivery: How DMR solved Connexxion’s HR information overload
Canon’s View on the Digital Mailroom Overcoming inbound inundation…
Summary A chance to elaborate on solutions further in the consultancy area
INFORMATION AT WORK
THE MARKET TRENDS
LATEST TRENDS IN PURSUIT OF THE PAPERLESS OFFICE…
You have to kick the paper out of the process!
LATEST TRENDS IN PURSUIT OF THE PAPERLESS OFFICE…
AIIM – ASSOCIATION FOR INFORMATION AND IMAGE MANAGEMENT
Advocate and supporter of information professionals for nearly 70 years.
IS ‘PAPER-FREE’ A CORPORATE OBJECTIVE?
• Continuous process improvement• Reduce environmental impact• Improve response times to customers• Rationalize printers/copiers• Cut back-office overheads• Reduce mail delivery points• Process re-engineering• Outsource more functions• Improve accuracy of customer data• Better business intelligence/big data
90% yes
One or more of these campaigns in place:
Paper reduction is part of business improvement campaigns:
75% yes Have a specific policy or maxim to “Drive paper out of the business” :
27% yes Source: AIIM, 2013
PAPER VOLUMES
19%
41%
Amount of paper flowing through business processes Of orgs.
“increasing”
Of orgs. “decreasing”
Of orgs. “decreasing”
Source: AIIM, 2013
EMAILED INVOICES
77% print a copy of invoices that arrive as PDFs
16% print a copy and then scan it in!
31% print invoices that arrive by fax and then scan them back in
Only 23% pass PDFs or faxes directly as images to the capture/ workflow system.
Source: AIIM, 2013
17% of organizations scan half or more of their inbound
mail on entry
37% of organizations scan half or more of their inbound mail at the point-of-process
46% of organizations scan half or more of their inbound mail for archive post-process
INBOUND MAIL
POINT OF CAPTURE
We only do ad-hoc scanning
%age of companies
Source: AIIM, 2013
Value
Scan to archive after the process
Scan in advance of the process
Scan “at the door” Digital mailroom
42%
26% 21%
10%
DIGITAL MAILROOM SCENARIO Source: AIIM, 2013
Centralized through a large floor-standing
mailroom scanner or
scanners; 41%
Centralized using multiple desktop
production scanners; 26%
Distributed capture at
branch-offices, etc.; 19%
Outsourced capture of
incoming mail; 5%
None of these; 10%
Which of the following “digital mailroom” scenarios do you use?
TOP 3 CONCERNS ABOUT PAPER FREE
Investment Costs
32%
Need Physical Signatures
45%
Legal Admissibility
33%
Source: AIIM, 2013
DIGITAL MAILROOM BENEFITS
• Improved mail traceability andcompliance 60%
48%
38%
• Faster turnaround to customers
• Inbound mail immediately availableto mobile, tele-working andcustomer-facing staff
Source: AIIM, 2013
CAPTURE AT HOME OR EMPLOYEE MOBILE Biggest benefits from extending distributed capture to the branch, home, portable or mobile devices of employees:
Process is triggered in minutes, not hours or days
Field staff can trigger processes without going back to base
Savings in physical transport, handling and storage costs
Source: AIIM, 2013
PAPER FREE PROCESSES ROI
3 months; 7%
6 months; 14%
12 months; 29%
18 months; 15%
2 years; 19%
3 years; 4%
More than 3 years; 11%
Overall, what would you say has generally been the payback period for these paper-free process projects?
66% achieving payback in 18 months or less.
50% within a single 12month
budgeting period.
Source: AIIM, 2013
CONCLUSIONS
How is your organization going to remain competitive in a mobile, always on, dispersed-workforce world if it clings to its paper-laden processes?
Paper-Free Processes provide faster response, more flexibility, improved workflow monitoring and better compliance.
Consider every process to be a candidate for paper-free.
Extend capture to the boundaries of the organization.
Source: AIIM, 2013
ERNA VAN LAAR HR CONSULTANT, CONNEXXION
Connexxion is a Dutch public transport provider, with over 14,000 employees and 150 sites.
SUCCESS STORY: CONNEXXION
INFORMATION AT WORK
SUCCESS STORY
DIGITAL MAILROOM
CANON’S VIEW
DIGITAL MAILROOM – COMMON PRACTICES
• Paper intensive process
• Mail often copied, re-printed, re-posted
• Manual mail management (sorting, extracting data, distribution)
• Physical inter-office distribution
• Documents managed unsecurely
• Physical space used to store incoming business critical documents(HR files, invoices, etc)
Sender Channels Mailroom Business
DIGITAL MAILROOM – WHY CHANGE?
• Reduced hard copies
• Minimised archivingspace
• Reduced resourcestime
• Quicker mail delivery,with compression
• Easier documentssharing and editing
• Faster mail retrievalwith mobility access
• Clear process visibility
• Only relevant mailto users
• Dramatically reducedmail losses
• More secure mail withdigital storage
• Full traceability ofworkflow
• Controlled access toconfidential mail
Sender Channels Mailroom Business
REDUCED COSTS
INCREASED EFFICIENCY
BETTER CONTROL
IMPROVED COMPLIANCE
Let us show you how we can help you grow your business! • Deliver Exceptional
Customer Experience
• Gain CompetitiveAdvantage
• Meet RegulatoryCompliance
THANK YOU
THANK YOU