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1 document process automation HP and Omtool offer integrated solutions for the capture, conversion, and distribution of business-critical documents. Hewlett Packard is focused on selling solutions to help increase profit margins and hardware sales through its direct sales organization and with reseller partners. Omtool software drives the need for customers to buy more HP MFPs. Omtool applications, when coupled with HP MFPs, provide a compelling ROI and solution for most companies especially paper-intensive organizations that face legislative and corporate governance mandates such as the legal, financial services, healthcare, public sector, and manufacturing industries. This sales guide should help you sell more HP OXP-enabled Omtool Solutions for Trade & Logistics MFPs by understanding and addressing four key factors: Streamline M ission-critical document capture and handling solutions document processes and their value to your customers T he customer s pain points and how they are resolved by Migrate from paper HP and Omtool, working together P ositioning questions for decision your target to makers digitalin file folders market R esources to help you qualify or close a sale Ensure secure, compliant record keeping

2 AccuRoute Trade & Logistics Solutions The Proven Foundation for Streamlined Trade & Logistics Document Workflows It s More than Moving Shipments From the initial order through to the final delivery of goods, logistics service providers (LSPs) are faced with an overwhelming amount of paper, that can directly affect their organization s revenue, productivity, and customer service. In today s trade and logistics industry, LSPs are under great pressure to maintain profitability for their shipments while balancing static service fees with the rising costs of fuel, real estate, and competitive market rates. As the volume and complexity of each shipment file grows, it can start to feel like you are moving more paper than you are actual shipments. Too much time is lost searching for documents, printing unnecessary paper, and distributing shipment information. LSPs are in dire need of an innovative, cost-effective solution to help them overcome their paper-related challenges. Omtool solutions facilitate and improve virtually every aspect of the shipment information flow: Document Collection Shipment Processing Freight Pay and Audit Workload Management Customer Service Demands Document Retrieval Compliant Record Keeping Document Storage With Omtool, LSPs can capture both electronic and paper-based shipment documents into digital file folders. This significantly improves the entire shipment process from optimizing the workforce to eliminating the costs associated with the physical file folders and unnecessary printing. DOCUMENT CHALLENGES FOR LOGISTICS SERVICE PROVIDERS Space: Onsite or offsite, it s expensive to store paper. Paper: Even documents that arrive electronically are unnecessarily printed and placed into hardcopy file folders. Disparate Systems: Once documents are in electronic format, they still don t integrate with common LSP applications, creating inefficiencies and processing delays. Sharing: It is hard to collaborate without wasteful, expensive copying. Multiple Document Types: Critical shipping information arrives from numerous sources and formats that are hard to search for and collate. Customer Service: It s difficult to meet delivery times and maintain competitive service fees when faced with complex client-driven requirements. Compliance: A great deal of time is spent searching for requested documentation, which often results in stiff penalties from international trade agencies and Customs and Border Protection. AccuRoute can help to address all of these challenges and more.

3 A Complete Solution for All the Paper Savvy logistics service providers rely on Omtool solutions to simplify document-intensive processes by cost-effectively converting paper-based shipment documents into more efficient and transparent electronic processes. Omtool AccuRoute uniquely delivers extensive LSP-specific capabilities, flexible configurations, and the simplicity to implement basic or comprehensive solutions that involve thousands or millions of documents per month. With AccuRoute, LSPs can: C apture AccuRoute can organize and identify your incoming electronic documents at the desktop. For hard copy documents, it supports any networked scanner, scan-enabled digital printer, scanner, fax, or multi-function peripheral (MFP) to provide an easy way to capture (scan) all of your paper documents shipment documents, documentation requests, customs forms, invoices, and more. P rocess Interchangeably convert your paper into a wide range of electronic formats: PDF and text-searchable PDF, Microsoft Word and Excel, JPEG, RTF, TIF, and many more. During this process, you can merge scanned content with existing electronic content. You can even extract data from barcodes, validate the data, and profile your documents for easier retrieval later. AccuRoute provides visibility of your documents throughout each stage of your active document workflow and automates the review and approval processes (when required), before archiving the documents. D eliver AccuRoute can quickly, easily, and securely, deliver your document (by fax or ) to colleagues, clients, outside providers, or government agencies, and even back to yourself all while providing a comprehensive audit trail. A rchive Electronic images, documents, and related metadata may be permanently stored in a secure document archive or appropriate network folders and repositories. omtool AccuRoute

4 AccuRoute Trade & Logistics Solutions Omtool Helps Logistics Service Providers Manage Document Collection Collecting, organizing and managing documents required for shipment processing is labor intensive. To alleviate some of this burden, Omtool AccuRoute is able to capture both paper and electronic documents in virtually any format and convert it to be text-searchable so that you can collect documents faster and easier while eliminating redundant paperwork. AccuRoute can also merge paper and electronic documents so that critical information pertaining to a specific shipment is stored in one digital file folder. Facilitate Shipment Processing Escape the overwhelming amount of paper piling up. AccuRoute captures shipment documents into digital file folders so that there is increased accessibility to the most recent shipment documentation and LSPs are able to eliminate the unnecessary printing they have become accustomed to. This eliminates the disruptions associated with paper processes and allows employees in multiple locations to access shipment documents simultaneously, enabling each shipment to be processed more quickly. Minimize Freight Pay and Audit Time Streamline the time-consuming process of reconciling your freight payments with your carriers by having immediate accessibility to digital file folders containing critical transaction information. You will be able to easily identify discrepancies and rectify them in a timely manner and complete the freight pay audit process without having to spend valuable time digging through stacks of paper documents and physical file folders. Manage Staff Workload AccuRoute increases accessibility to electronic documents and provides greater visibility of each user s work in progress so that workloads can easily be re-assigned and better balanced. This optimizes the organization s workforce without being limited to a particular office location and prevents industry specialists from having to spend their time on administrative task in order to complete a shipment. Meet Customer Demands Meet client-driven requirements for shipment processing while increasing profits. Using AccuRoute, LSPs are able to provide copies of shipment documentation or status notifications in various formats, using different delivery methods, at multiple stages throughout the shipment lifecycle. This electronic document trail allows LSPs to fulfill service-level process requirements in a more efficient and cost-effective manner. Retrieve Documents Easier After AccuRoute collects your records, shipping documents, requests forms, etc. they become part of the digital file folder and can be easily retrieved from your document archive system or virtually any line-of-business application. No more running to file rooms, reprinting excessive documents, or searching for misfiled records. Comply with Customs Requirements AccuRoute provides LSPs with a way to locate and produce documents for Customs and Border Patrol (CBP) in nearly real-time. The result, LSP organizations are able to save valuable time and costs associated with Customs and business-related audits and avoid costly penalties. Additionally, shipment auditing processes can be automated to provide a higher quality review and create historical records to assist with due diligence. Reduce Document Storage Electronic capture of documents stored in an electronic archive (in accordance with CBP record-keeping standards) will reduce the space and high cost associated with storing large volumes of shipping documents. Further, paper documents will be less susceptible to loss due to human error or a natural disaster.

5 AccuRoute Value: Better, Faster, and and Less-Costly Document Processing for Logistics Service Providers Dramatically Lower Costs Eliminate unnecessary printing and physical file folders Cut your consumption of paper and related consumables Decrease your real estate and storage needs for paper documents Reduce the labor required to process each shipment Remove analog fax lines and traditional hardware to deliver documents Preserve your investments in hardware infrastructure Collect information from the disparate systems Improve Government Compliance Comply with international trade requirements, Customs and Border Protection regulations, and industry mandates Convert documents to required formats and sizes for compliance Access a complete, time-stamped, confirmed audit trail of who received documents and when Automate review processes throughout the lifecycle of the shipment to catch and correct errors with a record of the correction and approval details Increase Productivity Improve access and sharing of documents for easy collaboration and immediate action Balance workload and optimize workforce among different locations so staff can perform necessary job functions efficiently Create digital file folders to reduce lost documents and mis-filings Use your current applications (such as NetCHB, CargoWise, IES, Kewill, FourSoft and more) without the need to learn or adopt new systems Send documents to multiple locations in multiple formats at the same time Accelerate your processes to meet customer demands and satisfaction Reduce the Facility Footprint Eliminate multiple paper copies to support green initiatives Preserve electronic copies of documents to prevent the complete destruction of documents due to a disaster Mobile Mobile Cloud-Based Storage System omtool AccuRoute

6 AccuRoute Trade & Logistics Solutions Our Suite of Acclaimed Technologies to Streamline Document Workflows AccuRoute Omtool s enterprise-class, document process automation platform lets you cost-effectively capture, process, deliver, and archive critical shipping documents. AccuRoute goes above and beyond with out-of-the-box solutions for the four most popular document capture tasks: scan-to self, scan-to-distribute, scan-to-store, and scan-to line-of-business applications. AccuRoute solutions seamlessly integrate paper documents with critical business processes so that organizations can enjoy faster, more efficient, and compliant document processes, while reducing the costs, complexity, and risk associated with all the paper. AccuRoute Fax AccuRoute Fax builds on the Omtool AccuRoute platformto make faxing and archiving documents easier, faster, and less costly. AccuRoute Fax lets you send faxes directly from any network-connected multi-function peripheral (MFP) device with all of the manageability, usability, and cost effectiveness of a centralized digital fax infrastructure. Image-In Connect Image-In Connect seamlessly integrates your paper documents with line-of-business (LOB) applications so that you can scan, upload, and view paper and electronic documents directly from within your business applications, such as NetCHB, CargoWise, IES, Kewill, FourSoft or other systems, without programming or changes to those business applications or having to perform redundant data entry. Image-In Queue Some document workflows require a personal touch to review or handle exceptions such as missing approvals or signatures. Image-In Queue lets you view in-process documents requiring manual intervention and add a level of review and expert intervention for numerous types of paper document processes. ObjectArchive ObjectArchive is a high-performance file system that stores the documents, images, and metadata captured by AccuRoute in virtually any type or format. It provides immediate access to documents, forms, and records where and when they are required, while ensuring enhanced levels of security and full support for retention policies.

7 We take great pride in providing outstanding customer service by being extremely responsive to the needs of our clients while ensuring the highest standards of quality and compliancy. The AccuRoute solution from Omtool has been chosen to optimize our ability to quickly and accurately process, locate, and distribute, critical Customs documentation for our valued clients, while providing our business with the efficiencies and cost savings to remain competitive in a challenging market. Vince Salvo, President, Carmichael International Service omtool AccuRoute

8 A Leader in Trade & Logistics Document Process Automation With over 20 years of experience in document-related technologies, Omtool is helping logistics service providers (freight forwarders, customs brokers, and 3PL s) simplify document-intensive processes by cost-effectively converting paper-based processes and shipping documents into more efficient and transparent electronic processes. From the initial order through to the final delivery of goods, Omtool solutions improve employee effectiveness and customer service by streamlining the documentation process required to manage shipments while supporting compliance requirements. With our extensive experience automating processes involving millions of documents per month, multi-function device vendors, software and service suppliers, logistics service providers trust Omtool to handle all their paper-document process automation needs. Find out more about how Omtool can help your trade and logistics organization. mm Visit or call Corporate Headquarters Omtool, Ltd. 6 Riverside Drive Andover, MA European Headquarters Omtool Europe, Ltd. 25 Southampton Buildings London WC2A 1AL UK t f sales t f Omtool, AccuRoute and the Company logo are trademarks of the Company. Trade names and trademarks of other companies appearing in this document are property of their respective owners.

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