Introduction. How to cut the cost of sending and receiving customer communications. in association with. March Neopost

Transcription

1 Introduction March 2015 How to cut the cost of sending and receiving customer communications in association with 2014 Neopost 2015 Neopost 3

2 Contents Introduction. The importance of a multi-channel communications strategy. 03 Inventory & Storage. How more efficient communications help save space. 04 Waste & Material Costs. Making better use of time and resources. 06 Losses and Delays. The cost benefits of streamlined communications. 08 Fine Avoidance. Using technology to comply with marketing regulations and handle personal information securely. 09 Cashflow. Staying in control of business finances. 10 Postage Costs. Saving money with franking machines. 11 Why Neopost. How Neopost can help you save money and improve productivity. 13 Of course, there is still a place for physical mail Neopost 2

3 Introduction Customer communications On any day, consumers receive a constant stream of messages a statement in the morning post, a discount voucher by , an appointment reminder by text, a v-log on social media, perhaps even a call from a customer service representative or a faceto-face meeting with a sales person. This is the nature of customer communications today. Organisations are no longer limited to one or two methods of making contact, but can use a variety of channels, all with different qualities, to engage with customers and attract new business. The choice of method used to contact customers, prospects, suppliers, employees etc. is not dictated solely by the sender. Increasingly, it is being driven by the needs and preferences of the market. One of your suppliers might have introduced a new accounts system and asked for all invoices to be submitted electronically; another might have transitioned to an all-digital tender process. Customers will have a say, too, as today s consumers have become increasingly discerning about how, when and by whom they are contacted. Save money, satisfy customers At a time of pressure on business budgets, the proliferation of communication channels might be seen as an added burden requiring new skills and new capabilities. However, organisations that make the necessary investment will not only be in a better position to meet the demands of customers; they may also be able to cut total expenditure on customer communications, for example by using instead of the post for certain messages (or certain customers) or by scanning incoming mail to reduce the amount of space taking up by filing cabinets. Output management solutions that manage the delivery of physical and digital mail as part of a unified workflow have overcome many of the practical difficulties associated with multi-channel customer communications, enabling businesses of all sizes to cut costs through digital substitution. Mail still matters Of course, there is still a place for physical mail and a lot that businesses can do to reduce the costs of creating, sending and receiving paper documents. In this paper, we highlight how organisations can cut the cost of customer communications by addressing inventory & storage requrements, waste & material costs, losses & delays, fine avoidance, cashflow and postage costs. Further savings can be achieved by improving productivity and process efficiency, which we cover in more detail in our productivity whitepaper. Today s consumers have become increasingly discerning about how, when and by whom they are contacted Neopost 3

4 Inventory & Storage An important aspect of any customer communications strategy is a consideration of the storage and inventory costs of what you send envelopes, letterhead, documents, forms, mailers, brochures, catalogues, price lists etc. and what you receive. Digital substitution will reduce many hard copy costs. However, no business can eliminate physical mailings in their entirety and in an age of customer-driven multichannel communications few would want to. So, what can you do to keep the costs of sending and receiving paper-based material to a minimum? In particular, how can you reduce the amount of money tied up in inventory? And how can you minimise the amount of space needed to store the material you send and receive and retain easy access to business critical documents such as invoices and sales orders? Inventory Look around any office and you will see cupboards, filing cabinets, sometimes entire rooms, full of stationery, pre-printed forms and brochures. There is a tendency to view inventory as an unavoidable cost of doing business. But today, it is no longer necessary to tie up money in documents that could well become out of date before they are ever used. Document templates Print management solutions like Neopost Print Machine let you create and use electronic templates that remove the need for pre-printed forms. Formsbased documents, such as invoices, can be created and output onto plain paper or distributed electronically as part of a unified digital workflow. On demand printing Digital printing technology reduces, and in some cases removes, the need to hold inventory of preprinted documents. Office multifunction printers (MFPs). Integrated hard disks or one-touch access to cloud storage completely remove the need to pre-print and store stationery and business forms, such as business letterhead, holiday or expenses forms. You can even produce colour brochures in-house and ondemand using entry-level production models. The Centre for Economics and Business Research (cebr) has calculated that businesses in EMEA could save a total of $5,400 million 1 by bringing outsourced print functions in-house. Digital print technology. Because digital printers don't have the high set-up costs of traditional presses, businesses that continue to outsource the production of everything from brochures to business cards can order shorter print runs, which reduces storage requirements and minimises waste when documents become out-of-date. Colour envelope printers. Envelope printers can be used to print more than just a name and address. Neopost's range of high speed colour envelope printers can be used to print an image in its entirety, removing the need to pay for and stock preprinted envelopes, or overprint a partially pre-printed envelope. Franking machines. In addition to the postal mark, certain models of franking machine can print pre-paid return envelopes on blank envelopes, as well as marketing messages and company logos. Case Study Reduce stationery costs with PrintMachine Greeting cards publisher and bespoke envelope manufacturer the Regent Group has reduced stationery costs by using Neopost Print Machine output management software to produce invoices and statements. Associate Director of Finance Karen England said: "Before we worked with Neopost, we used 4-part stationery for our invoices, credit and delivery notes, and used 2-part stationery for our statements. These were printed on a dot matrix printer and formatted to a bespoke size. Once printed, the documents were manually inserted into envelopes." Today, documents are created using PrintMachine templates and output on standard office laser printers, which has removed the need for expensive multi-part stationery Neopost 4

5 Case Study Envelope printer makes short runs affordable A leading charity for UK service veterans provides a range of products and services to support men and women from the UK armed forces and improve the lives of those with disabilities. At one of its locations, this includes the supply of print services, including the design, assembly and despatch of direct mail. It recently replaced its mono envelope printer with a Neopost AS-970C Mach 5, which offers full bleed, edge-to-edge envelope printing in high quality colour at very competitive prices. As a result, the charity has been able to add short run, variable data, colour envelope printing to its services. The charity s production manager says the Neopost AS-970C Mach 5 provides comparable output to litho quality but is more flexible and more economical for short runs of just a few hundred envelopes. You could not get bleed printing with a litho process using pre-made envelopes and any litho print run has to be in thousands of items to make it economic, he said. The charity is using the printer to provide services to a range of businesses including other printers and direct marketing agencies, but it would also make a useful addition to a corporate print-room where it could be used as a cheaper, flexible alternative to outsourced print. Centralised Processing For businesses with multiple sites, branch offices or remote workers, local inventory and storage needs can be reduced by centralising the production of customer communications. Files can be routed electronically to a remote processing centre where they can be printed on letterhead and inserted into envelopes along with centrally held marketing material. Digitise As well as saving money that would otherwise be tied up in inventory, reducing stocks of preprinted stationery and marketing material frees up storage space. Addressing how you receive customer communications, in particular in-bound mail, can have an even greater impact on storage requirements. Instead of opening the post and distributing the physical contents, more and more organisations are choosing to scan inbound mail at point of entry and route files electronically. This has many benefits, including a significant reduction in local file storage. According to AIIM's Paper Wars 2014 survey 2, the amount of office space taken up by filing currently averages 13.5%, with survey respondents suggesting that this figure could be halved to 6.7% within five years through the adoption of electronic filing. When you consider that annual UK office costs are as high as $274 per square foot for prime occupancy in the West End of London 3, the financial case for implementing a digital mailroom strategy becomes clear. An added benefit of digitising inbound mail is reduced paper costs, as electronic document distribution and processing reduces the need to print or copy. When the Association of Train Operating Companies (ATOC) implemented a FileStore Electronic Document Management system from Neopost company DCS, it achieved annual cash savings of 10-15,000 on paper costs alone. Case Study Council saves millions with improved document management The London Borough of Hackney is saving millions of pounds by replacing physical document storage with an electronic document management system that stores electronic files and scans of hard copy documents in a single database. It has already freed up 7 million of floor space and expects to make additional savings of 200,000 per annum. The Council Document Management (CDM) system has also improved access to paper-based and electronic information previously kept in disparate information silos across multiple sites and speeded up the production of outbound mail, saving approximately two minutes for each mail piece produced Neopost 5

6 Cut waste and material costs Another hidden cost of communications is money wasted on unnecessary, mis-directed, duplicated or badly planned communications. Addressing the following questions will help you to minimise waste and get maximum value from your communications budget. Are you communicating with customers using their preferred channel? Do you need to send messages through the post or would some customers prefer to be contacted by ? If you send a physical mailing to someone who prefers digital communications, that mailing is likely to be a waste of money. With the cost of producing and sending a paper bill or statement in the region 35p-65p 4 for the largest mailers and even more for SMEs working out when and how each customer prefers to be contacted and switching them to digital billing where appropriate could lead to big savings. Neopost research shows that over half of SMEs already use both physical and digital channels for general correspondence (59%) and invoicing (53%), but that many are deterred from making greater use of electronic messaging by the complexity of monitoring and tracking communications sent via multiple channels. Some output management solutions alleviate these worries by providing a single system for the production of hard copy and electronic communications, with distribution via each customer's preferred channel and archiving of all messages. These can have an immediate and significant impact on paper and postage costs. Ranson cut paper and postage costs by 20% within one month of installing an output management solution. Case Study Neopost has perfect recipe for lower costs Ranson, a provider of baking supplies to patisseries and bakeries around the UK, reduced its postage and paper costs by 20% within one month of installing a Neopost output management solution, and it expects to make additional savings in the future as more customers opt for electronic delivery. The supplier of flour, chocolate, syrup and wrappable icing, which sends out approximately 100 letters a day, had always given customers the option to receive transactional and marketing mail by post or , but not as part of an integrated process. For example, the 500 supplier invoices it produces at the start of every month were printed and then manually separated into two piles, one for ing and one for sending through the post. This took time and involved unnecessary use of paper. After being asked by Ranson if there was a more efficient way to manage multi-channel customer communications, Neopost recommended and installed output management software that automatically routes mailings to or print according to each customer s preference. This eliminates the printing of invoices for the 30% of customers that have chosen to receive documents digitally, saving on print and postage. Marcin Rutkowski, Office and Administration Manager for Ranson UK, said: Although this customer communications solution was installed a month ago we have already reduced our postage and paper costs by around 20%. He added: Sending invoices by rather than by post ensures they are delivered to the right person through their preferred medium, which also means we get paid on time Neopost 6

7 If you continue to send paper documents to people who prefer digital ones is it due to a weakness in your own processes? Sometimes organisations continue to print and distribute documents due to an inefficient business process. A 2012 AIIM survey 5 reveals that 48% of process documents are printed for the sole purpose of adding signatures and that 64% of organisations frequently file hard copies of documents they have printed and signed. Could you reduce document and mailing costs by implementing digital signature technology? If are you sending documents through the post simply because you require them to be signed for as proof of receipt, why not use an invoicing tool such as neopreference. Are you making the most of available technology to eliminate wasted mailings and unnecessary cost? Intelligent mailing solutions offer significant scope to cut costs, not only by maximising Royal Mail discounts (see page 11) but also by eliminating duplicated mailings. Multi-channel output management software like Neopost OMS-500, which provides a unified workflow for document design, creation, personalisation and output/digital distribution, can automatically identify if two separate mailings have the same recipient and send them in a single envelope. Is your data up-to-date? Sending documents with incomplete, inaccurate, out-ofdate or duplicated addresses wastes much more than the combined price of the stamp, paper, print, envelope and any inclusions. It could also disqualify you from Royal Mail postal discounts; damage your business's reputation; and create more work for staff who have to deal with customer complaints or process returned 'undeliverable' mail. Inaccurate addresses will also need to be identified and corrected. With more than 10% of the population moving house or passing away each year, keeping address lists up-todate is essential. Yet, recent studies suggest that up to 25% of address data held by SMEs is either inaccurate or plain wrong. There are plenty of tools to help businesses improve their address management and ensure all addresses are complete, spelt correctly and comply with Royal Mail's database of Postal Address Files (PAF). Neopost offers a variety, from the online Data Improver address cleaning service and Capture address validation solution to Neopost Bulk Mailer, which also de-duplicates contact lists. Another way to improve address management is to use a franking machine to print an External Return Address (ERA) on envelopes so that Royal Mail can return 'undeliverables' to you with advice on why an item could not be delivered. This information can then be used to update address lists. Recent studies suggest that up to 25% of address data held by SMEs is either inaccurate or plain wrong Neopost 7

8 Losses and Delays Avoid human error. One of the top three communication challenges faced by small and medium-sized businesses today, according to a recent survey by Neopost, is the risk of human error. This suggests that many organisations still rely on manual processing, which can add significantly to the total cost of communications by increasing the risk of costly mistakes. Any process that is done by hand whether the collation of multiple documents for a mailing or the opening, sorting and delivery of mail can be improved through automation. As well as improving productivity (the subject of a separate white paper), automation can help save money by reducing labour costs and by minimising the risk of errors and lost items, such as cheques. Below are just some of the ways in which you can use technology to save money on your customer communications: Fill envelopes faster and more accurately: As well as folding and inserting letters and supporting documents into envelopes and sealing them ready for postage at least 13 times faster than by hand, automatic folder-inserters can alert a supervisor if there is a mistake in processing. This saves the trouble and expense of later having to re-send material. Scan and distribute mail electronically. Use electronic document management to scan and distribute mail electronically. In addition to cutting filing and paper costs, electronic delivery can reduce manpower costs and prevent losses that occur when paper is moved around an organisation. More than one third (38%) of AIIM members with a digital mailroom strategy achieved ROI within 12 months; 60% achieved ROI within 18 months 6. Track deliveries to prevent the loss of parcels and packages: Track & Trace systems for incoming mail allow the tracking of an item from the point at which it enters an organisation to the moment it is delivered to the intended recipient. Neopost neotrak can also be used to track the movement of files and hardware assets around an organisation. 38% of AIIM members with a digital mailroom strategy achieved ROI within 12 months Neopost 8

9 Fine avoidance A further benefit of managing digital and postal communications is improved accuracy and record-keeping, which could have an impact on the bottom line if it helps avoid fines for infringing data protection rules or sending unsolicited marketing messages by post, , text or phone. Organisations that rely on manual processes for customer communications increase the risk of errors that could result in information being sent to the wrong person or to consumers who have used the Telephone Preference Service (TPS) or Mailing Preference Service (MPS) to opt out of receiving marketing communications by phone, or post. Under the Privacy and Electronic Communications (EC Directive) Regulations 2003, businesses must screen data against the TPS to prevent unsolicited direct marketing calls to registered numbers. New rules introduced by the Department for Culture, Media and Sport (DCMS) make it easier for the Information Commissioner's Office (ICO) to impose penalties of up to 500,000 on companies that break the law, for example by waiving the need for the ICO to demonstrate that marketing calls/ messages caused, or had the potential to cause, substantial damage or distress. At a time of rising concern about data protection and growing intolerance of unsolicited marketing communications, it is essential for businesses to avoid the costs and bad publicity resulting from an investigation by the ICO or the Advertising Standards Authority (ASA), which is responsible for compliance with the MPS. Address and database management. Good address management is a key requirement. Make sure that address and telephone databases are up-to-date and checked against the TPS and MPS. Doing so will help you comply with the law and stop you wasting money by calling or mailing consumers who have no wish to hear from you. Automate insertions to prevent confidential items being sent to the wrong person. Avoid the risk of errors from manual processes by automating the mailing and insertion of confidential information such as financial statements or medical test results. Apply document intelligence and software tracking to ensure that the collation has been fulfilled correctly. Keep a record of all communications sent through all channels. In the event of an investigation by authorities it will be useful to provide an audit trail so that you can demonstrate compliance. Neopost output management solutions automate archiving in compliance with HMRC. Use secure communication methods to provide reassurance. Use signature-based secure communication methods when sending critical or sensitive material. Use Royal Mail registered or recorded delivery for postal communications and secure communications for digital messages. New rules make it easier for the ICO to impose penalties of up to 500,000 on companies that break data privacy laws Neopost 9

10 Cashflow A successful communications strategy will not only reduce communications costs; it can also help a business improve its cashflow through reduced labour costs, faster business processes and payment for postage in arrears. Reduced labour costs. Businesses that persist with manual processes frequently rely on temporary labour to process mailings. Investing in productive, labour-saving equipment, such as a folder-inserter or envelope opener, will help cope with peaks and troughs in mail volumes and reduce the need to spend money on temps during the busiest periods of the month, quarter or year. Neopost calculations show that a folder-inserter with a monthly rental of 100 could save a company that sends 3,000 items a month as much as 1,140 a year in labour costs, on the basis that it costs 6.5p to fold and insert each letter by hand (100 items per hour at the minimum wage of 6.50 per hour). Businesses that invest in envelope openers enjoy similar savings. Reduced overheads. Electronic documents, whether scanned from a printed document or originating on a computer, allow multi-site businesses to send and receive communications from a central facility. This removes the need for regional and branch offices to invest in mailing equipment and manpower. Quicker payment. The faster you process the morning post, the sooner you can process cheques and sales orders. Scanning sales orders and processing them electronically can have a big impact on payment times. It also enables organisations to centralise, outsource or relocate the accounts function, removing the need to run and staff accounts departments in branch offices. Balanced cashflow. Electronic invoice processing aids cashflow by enabling you to pay and process bills more quickly. Depending on payment terms, you might qualify for quick payment discounts. A bigger benefit is improved visibility of money coming in and going out, which facilitates a more strategic approach to the paying of invoices to balance cashflow. Neopost franking machine users can ease pressure on cashflow by paying for postage in arrears. Case Study Homeserve saves 35,000 through faster letter opening Insurance company Homeserve estimates that it is saving 35,000 a year through faster mail processing after installing three Neopost IM-75 letter openers to help open the 7,500 items of mail it receives each day. "The overall man hours spent on processing mail has dropped daily by 10 hours equating to a reduction of over 200 man hours a month," explains Data Processing Manager Josie Bates. "As a result of using the three IM-75s, we can process our incoming mail 33% per cent faster equating to a saving of over 35,000 per year." Homeserve had been using a basic letter opener to open incoming general correspondence, applications and renewals. Once the envelopes had been slit open on one side, general correspondence (500 envelopes per day) was passed to 12 staff in the main office who manually extracted the contents for scanning. The remaining 7,000 insurance applications and renewals were processed at a rate of 300 items per hour. In total, mailroom and office staff were taking 30 man hours a day to process 7,500 envelopes at a cost of 4,428 per month. The installation of three IM- 75s that open envelopes on two sides and extract contents in a single process has reduced the time mailroom staff spend processing general correspondence and speeded up the processing of applications to 700 items an hours, reducing time spent on processing mail by 10 man hours a day or 200 hours a month Neopost 10

11 Postage Costs Mail is still an important part of the communications mix, valued for its inclusiveness, trustworthiness and effectiveness. Although it is more expensive than digital communication methods, there is much that businesses can do to reduce the cost of postage. Frank, don't stamp: Franking has always been a convenient way to pay for postage. It is also very economical, with first class metered mail costing less than the price of a second class stamp (51p vs. 54p). From March 30, 2015, franking machine users will pay 33% less for a second class letter than stamp users, and 19% less for a first class letter. Savings for large letters are 15% and 18% respectively. With discounts of this size, a small business sending as few as 8 letters a day could save money by switching from stamps to franking, even when machine rental and supplies costs are taken into account. By applying the correct postage, franking machines also eliminate hidden costs such as over-stamping and, with online re-crediting 24/7, there is no need to waste time queueing at a Post Office. Upgrade to Mailmark. Existing franking machine users can save more by upgrading to a MailMark device. MailMark replaces the 'town and crown' die with an intelligent 2D barcode that speeds up processing in Royal Mail sorting centres and facilitates the introduction of new postal services. MailMark will always be the cheapest franking option. The price differential between a MailMark device and a traditional franking machine is now as much as 3p for a second class letter (36p compared to 39p) and 1p for a first class letter (51p compared to 52p). Volume discounts. Franking machine customers that send between 500 and 25,000 letters per mailing can reduce mailing costs further by taking advantage of Royal Mail Business Mail discounts. To qualify for the additional discounts of as much as 23.5% off the standard franked price, addresses must be printed with approved OCRreadable fonts containing the postcode and delivery point. The size of discount depends on various factors, including the number of letters sent; how the mail is addressed (OCR font or barcode); addressing accuracy; and whether mail is unsorted or pre-sorted by the customer into specific postcode areas. Output management solutions can sort mailings to maximise discounts. Use accurate data. Maximise Royal Mail discounts by maintaining accurate and properly formatted address data. Avoid large letters. Businesses that still send letters unfolded in A4 envelopes can reduce mailing costs by as much as 75% by folding them into DL or C5 envelopes instead. Reclaim VAT. SMART technology in all Neopost IS franking machines makes it easy to reclaim VAT on postal services, such as Special Delivery and Business Mail. IS franking machines print VAT-inclusive prices and produce VAT invoices to aid reclaiming. Charge-back costs of postage. Franking machines help reduce communication costs by making it possible to track and chargeback postal costs to departments. Specialist packages, like Neopost Mail Accounting Software (MAS), can track expenditure across multiple sites. Pay for postage in arrears. Neopost franking machines users can pay for postage in arrears by opening a Neofunds account. This gives you more control over when you pay for postage and helps manage cashflow. Case Study Franking delivers 12% refund Studio lighting specialist The Flash Centre has cut postage costs by 12% since installing a Neopost franking machine to process the 4,500 parcels and items of mail it sends each month. The Flash Centre was a long-time user of franking machines, but until it switched to Neopost it wasn t making the most of the savings on offer, explains managing director Chris Whittle: After a month of using the new machine, we received a 12% refund from Royal Mail in keeping with their volume-related discounts scheme something that we were completely unaware of before switching to Neopost Neopost 11

12 Case Study University of Surrey sticks with franking The University of Surrey has significantly reduced mailing costs by replacing pre-printed PPI envelopes and stickers with a high performance franking machine. The Post Room within the Central Distribution building used to apply PPI impressions to 230,000 items of outbound mail each year and then recharge costs to University departments. Christopher Ward, Central Distribution Manager for the University, said this process was both time-consuming and costly. With PPI, it was absolutely essential to pre-sort all our mail, which proved to be a demanding and manually intensive process. Added to this was the task of recharging departments correctly for the amount of items sent, which took a lot of time and also delayed the billing process, he said. On Neopost's recommendation, the University installed a high-performance franking machine with a mixed mail feeder, i-weigh dynamic scale, Conveyor Stacker and myneopost online accounting to simplify the recharging of the University's 50 departments. Mail processing is no longer a lengthy, complex procedure. The franking machine automatically sorts different sized mail, which has considerably helped speed up operations. We no longer have to agonise over what PPI to put on each letter, since the i-weigh calculates the postal rate on the basis of the weight and size of each mail. We can now be assured that the correct postal tariff is applied every time, explained Ward. He added: Since implementing the Neopost mailroom solution, we have noticed a significant reduction in costs which implies big savings in the University s postal budget Neopost 12

13 Why Neopost? Neopost is a leading global supplier of mailing and communications solutions, with annual sales of 31.1 billion worldwide. It provides a broad range of products and services to facilitate incoming and outgoing communications and help organisations manage the transition to digital communications. These include franking machines; data accuracy software; folding and inserting; envelope addressing; letter opening and electronic document management; and tracking and tracing of letters and parcels. Neopost solutions support every stage of sending and receiving communications by mail, , SMS and parcels. In addition, it offers complementary services including consulting, maintenance, financial and online services. SEND Create Address Management. Neopost address management software helps eliminate waste caused by inaccurate and incorrectly formatted addressing. Solutions include Data Improver, a simple web-based list cleaning service; Capture for validating address accuracy at point of capture; and Bulk Mailer, which combines address management with mail piece design and the organisation of mailings to maximise postal discounts. Output Management. Neopost has a variety of output management solutions that can help with everything from the designing of documents and the production of mailpieces to content personalisation and the printing of OMR marks and barcodes that encode instructions for other processes, such as folding and inserting. Some also automate the delivery and archiving of multi-channel customer communications. Solutions include the entrylevel OMS-100 for non-technical users; PrintMachine for larger volume print applications; and neopreference and OMS-500 for managing electronic and physical business communication, including e-invoicing. Mail Centralisation. MailCentral lets you documents to a central point for printing and posting, removing the need for a mailroom in every branch office. Produce Folder Inserters. Neopost's DS range of Folder Inserters includes models to suit any size business, from the desktop DS-35, with an insertion speed of up to 1,350 envelopes per hour, to the DS-1200, which can fill up to 12,000 envelopes per hour and handle multiple inserts from flyers and business reply envelopes to thick booklets and CDs. Top of the rage models can be enhanced with Neopost Production Control software, which provides error alerts and reports on job completion, giving added reassurance that complex mailings have been carried out successfully. Envelope Printers. Neopost envelope printers print names and addresses directly onto envelopes so you don't have to spend time applying labels. The two colour models can also print full colour images and messages on demand removing the need to order and stock pre-printed envelopes. Neopost provides a broad range of products and services to facilitate incoming and outgoing communications Neopost II. Postal communications] 13

14 Distribute Franking Machines. Neopost's IS series of franking machines ranges from the entry-level IS- 280c with integrated weighing scale and LAN connectivity to the IS-6000 with mixed mail feeding, dynamic scale, power conveyor and full colour touch-screen. Mail Accounting. Neopost Mail Accounting Software is the next step up from a franking machine's built-in accounting features. The software collects and reports on data from multiple machines in multiple locations. As well as tracking all postal expenditure, it lets you set budgets and will send out alerts if expenditure exceeds limits. Multi-channel distribution. Neopost OMS software automates, streamlines and records the printing and distribution by or SMS of invoices, statements, marketing material and other businesscritical documents. RECEIVE Open Letter openers. Neopost's seven-strong IM series ranges from the desktop IM-16, with opening speeds of 300 letters per minute, to the IM-75, which opens envelopes at speeds of up to 4,500 envelopes an hour and extracts the contents. Scan Document Scanners. Neopost mail extraction systems can be enhanced with document scanners and software solutions that scan, archive and distribute incoming documents electronically. These include Neopost's IMW-20 all-in-one document management system featuring a duplex colour scanner, interactive touchscreen, workflow management software and embedded archiving server for the rapid retrieval of stored documents. Process Document Management. Data Capture Solutions (DCS), part of the Neopost group, offers a range of document management services, from high volume document scanning to fully fledged business process automation. Core areas of expertise are digital mailroom services, including document and data capture, business process automation and records management, and the automation of back office processes through SaaS/cloud-based EDM & BPM solutions. Mail tracking. neotrak Touch tracks packages from drop-off at the post room or reception to delivery to a named recipient. It can also track the movement of files, equipment, office supplies, computers and other equipment around a building. Core areas of expertise are digital mailroom services, including document and data capture, business process automation and records management, and the automation of back office processes. What Next? To find out how Neopost can help you cut mailing costs, please call us on Neopost 14

15 1. Smarter printing in an economic downturn: A white paper for OKI Printing Solutions, CBRE May Paper Wars 2014 an update from the battlefield, AIIM Global Prime Occupancy Costs, CBRE Research The Real Cost of a Paper Bill, Keep Me Posted press release, December 10, Digital Signatures - making the business case, AIIM, ARX Paper Wars 2014 an update from the battlefield, AIIM. About Neopost Neopost is a global player with a local presence in business solutions for the postal, parcel delivery and related digital world of tomorrow. We have an intimate understanding of physical and electronic communications and work in collaboration with over 800,000 enterprises around the world. Our business has evolved to meet the growing demands of a technology-driven environment. This means we can help our customers successfully make the transition from physical mail to quality multichannel communications management. Join us on neopost.co.uk