Dmc 2011 Jan 12 Draft V 4 (4)

Digital Mail Centers:Improving Mail Centers in the

21st Century

Digital Mail Centers:Improving Mail Centers in the

21st Century

Chris Hauser, Sr. Account Executive, Kofax

Anthony Meadow, President, Bear River Associates

Peter Nirenberg ,TITLE , Image Architects

Robert Hahn, TITLE, Serco

Chris Hauser, Sr. Account Executive, Kofax

Anthony Meadow, President, Bear River Associates

Peter Nirenberg ,TITLE , Image Architects

Robert Hahn, TITLE, Serco

Agenda

• Who we are – Proven Partners

• What is a Digital Mail Center (DMC)

• Benefits

• MailCenter 21 • Overview

• Components

• Workflows

• Demo

• How to learn more / Q&A

Slide 2 Digital Mail Center

Kofax at a Glance

Successful for 20+ years• Acknowledged market leader in information capture

• Helping customers to optimize/automate their mission critical, document driven business processes.

Global presence• 1100 employees in 37 countries

• Global professional services organization

• Global support organization

• Development and product management in the US, Europe, Asia

Global partner ecosystem• 700+ certified Value Added Resellers in 60 countries

• System integrators, application providers, BPOs

Proven track record • 25,000 customers cross industries around the globe


Bear River

• Founded 1985, entered tracking market in 1993

• What: comprehensive internal logistics• Inbound receiving for all types of accountable

mail and shipments• Outbound multi-carrier shipping and tracking,

domestic and international• Enterprise-wide internal tracking for priority

interoffice mail, files, backup tapes, assets, etc.

• Why: drive performance and best practices• Provide visibility, accountability & compliance• Improve service, manage to service levels• Increase efficiency, reduce expenses

• How: integrated web & mobile applications• Highly configurable item & workflow tracking –

allows you to work the way you need to work• Three-tier Web app deploys & scales globally• Metrics and performance management


Image Architects

• Founded 20 years ago

• Digital mail and document imaging software and integration

• Mailcenter 21 member

Customers:

City of New York

Fidelity Investments

CGU Life Insurance

State of Washington

Federal Reserve Bank of New York


Serco

• Global services provider to government, military, intelligence agencies

• Worked on ITS RFI, RFP

• Technical support for ITS and Star Receiver

Customers:

US Army

Air Force

Navy

Marine Corps

Department of Homeland Security

Department of State

US Postal Service


The Case for Digital Mail Center (DMC)


Bob Hahn

TITLE

Serco

Introducing Digital Mail Center 21

• What is a DMC?

• What trends in internal logistics drive the DMC?Trend Driver

Performance management Applying timely, accurate and objective metrics to improve mail operations & mgmt. decisions

Compliance Reduce risk via creating auditable processes that ensure/enforce compliance

Automatic mail sorters Replace manual labor, improve accountability at the piece or pouch level

Digital mail Reduce volumes delivered & associated labor (but increases volume of accountables)

Unmanned delivery points Reduce labor via delivery to mail slots, self-service parcel lockers, or monitored drop points

Offsite receiving centers Move receiving, sorting and security functions off-premises to shared facilities

Universal mail infrastructure Provide accountability, visibility and metrics for all locations, not just the largest corporate offices


Problems with Paper

• Volume –too much paper

• Cost – too high compared to electronic transactions

• Risk – delay, loss, mis-filing, compliance issues

• Exceptions – too many complex physical paper flows

• Speed – paper is just slow

Slide 9 Digital CenterSlide 9

Benefits of a DMR

• Efficiency • Eliminate paper and manual intervention

• Reduce cost, cycle time, and risk

• Trackability

• Visibility

• Accountability

• Security

• Metrics

• Performance Analysis • Service levels

• Key performance indicators

• Accelerate decision cycles• Turns data and documents into process-ready information – at the point of entry

• Records Management & other Compliance Mandates

• Improve customer service


Leveraging Technology for Business Processes

• Backfile Conversion

• Forms processing

• Parcel Tracking

• Certified Mail


Participant Poll

• What from a DMC would be most beneficial to your organization?

1. Enhanced Tracking, Visibility, Security & Accountability

2. Improved Business Processes

3. Cost reductions


MailCenter21


Anthony Meadow

President

Bear River Associates

MailCenter21

Slide 14

Digital Mail Center Workflows


Extensions of a Digital Mail Center

• Document capture

• Data capture• Forms, invoices, contracts, correspondence

• Automatic document classification• By image, text or both

• Workflow

• Archiving

• Document Management

Address Changes

Cancellations Complaints Applications Inquiries


BearTracks from Bear River

• Modern, modular, advanced internal tracking system

• Inbound receiving & distribution

• Outbound: first mile, desktop shipping

• Accountable interoffice

• Workflows configurable by site or by function

• Easy to use Web interface

• Scales from one mailroom to global enterprise

• Strong emphasis on• Visibility & control

• Chain of custody

• Compliance

• Metrics & performance management


M-Series Sorter from Tritek Technologies

• Handles everything that enters your mail center

• White mail

• Flats

• Magazines

• Newspapers

• Interoffice mail

• Overnight envelopes

• Optical Character Recognition • Automatically locates and reads

sender and recipient address blocks

• Reads printed and handwritten address blocks

• Captures USPS tracking numbers (certified, etc.)

• Images of front & back of each envelope sent to WebDOX

• Sort programs can be developed by you


WebDOX from Image Architects

• Customer (end user) Capabilities

• Open & scan my mail

• Scan my mail & deliver

• Forward to someone else

• Shred/Junk

• Workflow Capabilities• Personal and Group Queues

• Public and Private Group Queues

• Queue Management

• Queue Aging Reports

• Security• Roles vs. Individual Security

Profiles

• Reporting Features• Built-in reports included

• Customer-written reports

• Categorization & Extraction• Automatic Document

Categorization

• Automatic Data Extraction


Supports a range of scanners to suit your needs

• Opex, Kodak, Canon, Fujitsu, Panasonic• Opex machines can open and extract mail

• System can detect items left in envelopes

• Will be used to scan mail contents that are transferred to WebDOX

• Some sit on desktops and can scan 150 pages per minute


Demo


For More Information:

• Submit questions via the WebEx Q&A chat link on the right side of your screen

• Visit us at the MPSA: May/June 2011 in _________

• Visit us at Mailcom: Feb 28 - Mar 3, 2011, in Washington, DC

• Email us• Tony Meadow, Bear River [email protected]

• Peter Nirenberg, [email protected]

• Bob Hahn, [email protected]

• Chris Hauser, [email protected]

• Visit www. Kofax.com

Digital Mail CenterSlide 22

Documents

Dmc 2011 Jan 12 Draft V 4 (4)