Presentation summary from Canon for Business Information at Work 2014 event: Moving towards a paperless office is part of many organisations’ business goals, yet according to research by AIIM, only 14% of European Businesses currently use a Digital Mailroom. See how implementing a Digital Mailroom can help organisations meet compliance, intelligently capture information and keep their mail secure across multiple locations whilst reducing costs.

1. DIGITAL
MAILROOM
BETTER
BUSINESS
PROCESSES

2. DIGITAL
MAILROOM
The easy steps you can take to bring
your mailroom into the digital era

3. THE MAILROOM
LANDSCAPE IS
CHANGING

4. WORKPLACES
ARE CHANGING
Staffing levels
are reducing
Mobile working
and BYOD are on
the rise
Offices are
becoming smaller

5. THE MAILROOM
IS A KEY COST-
CUTTING TARGET
It is typically seen as
a cost to the business

6. Government and
regulators require
ever more onerous
compliance, including
evidence of good
working practices
COMPLIANCE
IS EVER MORE
DEMANDING

7. CUSTOMER
EXPECTATIONS
ARE EVOLVING
They expect a fast
response regardless
of channel used
Customers are using
a wide variety of business
communication channels,
including email, SMS &
social media

8. A digital mailroom can cut costs,
increase efficiency, ensure compliance
and help to exceed customer expectations
BUT HOW?

9. INFORMATION AT WORK
On 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)

10. DMR SEMINAR
OVERVIEW
1. Cost cutting
2. Changing workplace
3. Compliance

11. 1. COST CUTTING
The 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?

12. 2. CHANGING WORKPLACE
Remote 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?

13. 3. COMPLIANCE
How 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?

14. THE SPEAKERS INCLUDED:
Business Process
Consultant
Doug Miles
Director of Market
Intelligence
AIIM International
Erna van Laar
HR Consultant
Connexxion

15. 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

16. 75% OF ORGANISATIONS
SAY PAPER REDUCTION IS
PART OF THEIR BUSINESS
IMPROVEMENT GOALS:
Yet only 14% of European organisations currently
use a Digital Mailroom

17. THEIR TOP 3 CONCERNS:
1. Investment costs
2. Legal admissibility
3. Need for physical signatures

18. OVERCOMING INBOUND
INUNDATION WITH
THE DIGITAL MAILROOM
A centralised digital mail processing hub
can intelligently capture and route all
types of inbound communication

19. 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

20. CONNEXXION CASE STUDY
Better data delivery for Connexxion
Connexxion is a large public transport company
in the Netherlands, transporting hundreds of
thousands of people every day

21. 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

22. The solution
resulted in improved
archiving
& access
THE SOLUTION
Canon proposed and
implemented Connexxion’s
DMR solution, which
included automatic routing
of received documents to
individuals across 150 sites

23. 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

24. MORE INFORMATION
If 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.com
canon-europe.com/For_Work