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:canon.solutions@canon-europe.comcanon-europe.com/For_Work