Mailroom Outsourcing. Business Solutions

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1 Mailroom Outsourcing Business Solutions Strip out internal costs Improve speed of delivery Greatly reduce transport costs Centralise mail processing Automate mail routing Improve traceability and compliance Introduce ongoing process automation

2 2 The costs of handling business process critical mail can be very high when you add up all of your staff and overhead costs. How much will you benefit from stripping away your internal mail processing costs? Benefits Expensive fixed cost overheads can be converted to flexible pay-on-demand service costs. Allows variable demand requirements to be handled without the need to retain extra resourcing Reduces operational costs as many manual business processes are automated and/or moved to cheaper locations Eliminates the need for copying, printing and manual storage of documents which reduces archive storage costs Allows investment to be focused on core business growth strategies rather than back office processing overheads

3 3 Most companies still rely upon manual paper routing processes to convey mail from one office location to another where the processing is actually carried out. By automating your critical mail items you will accrue many benefits, including: Reduced cost of processing Eliminate postage costs Eliminate copying costs Faster processing Improved traceability Workload balancing between offices Massive reduction in overheads Greater business flexibility and agility Convert overhead costs into per click charges Improved service levels and reliability DCS are experts at analysing and benchmarking your mailroom processes and then recommending and implementing in-house automation solutions or fully outsourced services to support their improvement. Our clients include DEFRA, The Foreign Office, MOD, The Home Office, over 50 Local Authorities and many private sector companies such as Lufthansa, Thames Water, Q Networks and GMAC. These companies, and many more like them, rely on DCS solutions to process over 500,000 critical mail items every day. DCS handle all of our claim processing, legal transactions and cheque banking now which amounts to around 5,000 letters per day. As a direct result we now have much better customer response times and a 20% reduction in claim handling costs. Our staff can also focus more on handling the problematic exceptions rather than the straightthrough easy to process items.

4 4 What other benefits does automation bring? Many people wrongly think that mailroom automation means they have to automate or outsource ALL of their incoming mail, but we often find the best approach is to focus on only the mail which is business critical and would benefit the most from outsourcing or automated handling. This may include: Supplier invoices Sales orders Customer correspondence Finance agreements Legal correspondence Government claims and applications Junk mail, brochures, mailers and other forms of unimportant mail can be filtered out or still routed manually as they are non business critical. Extend mailroom automation into full process automation DCS can extend our service to include automated work processing queues so that mail items are automatically forwarded and load balanced to different teams or individuals based on pre-set business processing rules. Where exceptions or delays occur then managers can instantly see this from easy to use web dashboards. SLAs and KPIs can therefore be maintained with little effort and problem items escalated automatically without manual intervention. Examples of processes which DCS currently automate and handle include:: Scanning of invoices Purchase order processing Expense claim processing Loan application processing Customer services Scheme handling Local Government claim processes General form handling and surveys Further details on our full business process automation and outsourcing services can be seen in a separate brochure which can be requested from one of our consultants. Security and reliability guaranteed As DCS process many mailroom items for other companies you receive the economies of scale and the use of our sophisticated processing systems. Your mail transactions also benefit from the efficiency and reliability of a proven large volume UK service who is also an accredited supplier to the Home Office, MOD and a number of Government Security Agencies. Our processing staff are all CRB checked and our secure processing site has been handling fast turnaround and sensitive information from finance companies and Government Agencies since 1996.

5 5 How do our outsource services work? Our approach to mailroom outsourcing is simple and cost efficient and usually involves the following stages: We set up a dedicated and anonymous PO box address for all or part of your incoming mail. This mail is received at the DCS mail processing centre where we open and sort it according to pre-set rules we agree with you. The opened mail is digitally scanned and classified by customer number, name, date, reference number, addressee and/or any other sort fields required. The addressee/s receive an notification via their normal system that they have new mail. This notification can be for each individual item or once a day for all items. When the user clicks on a link in the they are automatically redirected to a web based mail viewing system where they can view, file, process or redirect the mail as required. Once in digital form your mail can be processed by in-house staff or by DCS staff as part of a fully outsourced business process. Some of our customers only use our services to fulfil peak demands and keep the rest in-house... it s total flexibility on demand! The operational benefits add up Your ongoing business processing of the mail can be virtualised with all the associated benefits of lower costs and more flexibility. In certain cases DCS can also take on existing staff under TUPE agreements into our own processing facilities. Mail volumes can be analysed in great detail via Management dashboards which clearly indicate if SLAs and KPls are being met. Bottlenecks can be identified more easily and process improvements made quickly. Compliance and traceability is greatly improved as you now have an automatic granular audit trail of who did what, when and why. This makes compliance with Government legislation or other industry or internal regulations far easier and more transparent. Our mailroom automation service is available as a simple charge per item processed, which is then easy to account for from ongoing Operations budgets according to demand. If volumes of transactions rise or fall from month-to-month then you have no overheads to worry about! DCS have so far processed over 1 million customer case file documents for us. Our staff can now process them from any of our UK offices and we feel much more confident that mail won t be lost or delayed in internal transfers or misfiling.

6 6 How do I find out more? As a next step we recommend that one of our Business Consultants arranges a meeting with you to discuss how part or all of your existing mail based process may be suitable to benchmark against automation or outsourcing via pilot samples. This meeting will be in full confidence and we will subsequently prepare a report which identifies what your current mail process costs are and how DCS can improve them. DCS hosted solutions and outsource services now handle many of our benefits, welfare, housing and finance transactions at a simple per unit charge. This gives us much better control over our costs and allows us to scale resources up or down instantly as demand changes without having to take on extra staff.

7 7 Our mailroom outsourcing customers include: DCS provides enterprise information management software solutions and services to more than 1,000 worldwide companies, bringing intelligence and automation to the creation, capture, management and distribution of information. DCS s solutions make it possible for companies to share content globally across all internal and external systems, applications, and departments, while maintaining central control and management.

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