Digitisation White Paper Final

Neopost : Digitisation
©2015 Neopost 3
Introduction
©2014 Neopost
in association with
June 2015
Digitisation for SMEs
Transforming business processes through the
integration of printed and electronic communications

©2015 Neopost 2
Contents
Introduction 03
Business at the Speed of Paper 04
Paper-lite, Not Paper-free 05
Time to Act 06
Return on Investment 07
Where to Start 08
Send. Receive. Connect. 09
Why Neopost? 14
What Next 15
Digitisation is a
broad term. It
encompasses
both the literal
– the conversion
of analogue
information into
digital formats –
and the strategic –
the development of
a digital mindset

©2015 Neopost
Introduction
3
Half-way through the second
decade of the twenty-first
century, digitisation has become
the business community's
number one priority.
In survey after survey, it is
cited as the key strategic
focus/challenge of our times,
ahead of critical factors such
as regulation and customer
knowledge. Less surprising
than this new-found urgency
is why it has taken so long for
organisations to appreciate the
benefits that digitisation brings
– and the dangers of ignoring its
possibilities.
Digitisation is a broad term. It
encompasses both the literal
– the conversion of analogue
information into digital formats
– and the strategic – the
development of a digital mindset
with the aim of transforming a
business, its products and its
customer base.
Fundamental to digitisation in
all its forms is the embrace of
paperless processes as the most
efficient, productive, transparent
and economical method of
running a business.
This whitepaper is concerned
primarily with digitisation
as it relates to customer
communications and their
passage in, out and through an
organisation and, in particular, the
possibilities paperless working
presents to cut costs, boost
business agility, raise productivity
and enhance customer
communications.
Partial digitisation
To a great extent, organisations
have already embraced
digitisation. Today, documents
are created on computers, not
typewriters, and more often than
not they are sent and received
by email rather than through the
post. We fill in forms online, take
our tablets into board meetings
and scan expense receipts with
mobile phones.
Few organisations have achieved
a truly paperless state – just 1%
according to a survey of 1,000
business leaders by document
solutions company Altodigital.
Neopost’s own research, CVA
Analysis Across Transactional
& Marketing Communications,
shows that only four out of
10 small and medium-sized
businesses (SMEs) are satisfied
with their current level of
digitisation, whether that be
fully digital (16%) or ‘steady
state reached for now’ (25%).
Half of SMEs (48%) are in the
early stages of digitisation, and
of those more than a quarter
complain that they are being
held back and would like to make
faster progress.
Consequently, most processes
today still involve paper
somewhere along the line. The
Postal and Communications
Strategies Survey 2012: Central
Government undertaken by
Neopost and Government Policy
Hub found that physical mail
accounts for more than half of
communications in one out of
every four central Government
bodies, and more than 75% of
messages in 13% of organisations.
Information is still sent and
received in paper form and
processed using manual
workflows that involve moving
paper from person to person,
from department to department,
sometimes from building to
building. Even where workflows
are predominantly digital,
they are often disjointed or
interrupted.
The classic example is the
signing of documents. Too many
businesses still require 'wet ink'
signatures on printed documents
despite legally acceptable digital
alternatives. Digital signature
specialist ARX claims that 37% of
all documents printed by US local
and state government workers
are output solely for the purpose
of adding a signature. This adds
considerably to print and filing
costs and creates unnecessary
delays, with 42% of respondents
claiming that the need for hand-
written signatures delays each
signature-dependent process by
two to seven days.

©2015 Neopost 4
Business at the speed of paper
Knowledge silos. The difficulty of
integrating separate repositories
for information stored on paper
and in electronic form makes it
hard to mine data and identify
new business opportunities, to
develop a deeper understanding
of customers' buying habits, to
answer queries, to collaborate or
to share knowledge. If information
is buried in silos, including
employees' own filing systems, it
isn't available to others.
Limited access. Information
stored on paper is inaccessible
to staff working remotely, from
home, client sites or when
travelling. Organisations that
rely on paper will find it harder
to implement flexible working
practices that require remote
workers to have access to the
same information as office-based
colleagues. Likewise, without
digitisation, paper collected in the
field has to be mailed or delivered
to the office before it can be used
by office-based employees.
Impaired productivity. Using
paper to record and store
information is time-consuming
and a drain on productivity.
Paper slows things down at
every stage of a process, from
data entry to filing and retrieval.
Separate studies by EDM Group
and Steelcase1
suggest that
the average UK office worker
spends between one and one
and a half hours a week looking
for documents. Some waste as
many as five hours a week rifling
through filing cabinets and piles
of paper.
Poor customer service. With data
in separate silos, it can take time
to gather the information needed
to answer a customer query. In a
Censuswide poll commissioned
by Netcall, 11% of consumers said
they had taken their business
to a competitor after failing to
get a satisfactory response to
a complaint at the first time of
asking.
Human error. The use of paper
increases the risk of misfiled and
lost documents and the likelihood
of data entry errors when
transcribing information from
paper forms.
Unnecessary expense. Print
and paper handling is a major
business cost. Gartner claims that
enterprises spend as much as
1-3% of their revenue on paper,
printing and filing, including the
cost of office space taken up by
filing cabinets and/or off-site
storage and retrieval.
The continued use of paper has many undesirable consequences
resulting in what AIIM, the Association of Information and Image
Management, calls 'business at the speed of paper'. Think postal
communications versus email, or the time it takes to locate and collect
a paper file from a four-drawer filing cabinet compared to retrieval
from an electronic document management system.
Dependence on paper impacts business agility, efficiency, productivity
and profitability in numerous ways. Symptoms include:
1. EDM Group press release, Research reveals employees waste time worth £29 billion
looking for lost documents, September 16, 2013
1. Steelcase Solutions press release, Unhappy office workers ‘losing’ 90 minutes every
day, September 12, 2013)

©2015 Neopost 5
Paper-lite, not paper-free
Doing so might be possible for
a start-up, but is unfeasible –
and arguably undesirable – for
an established business. Not
least because paper has many
benefits: it is a popular and
effective means of generating
and sharing ideas and is still
vital in the context of customer
communications.
Despite the availability of digital
alternatives, people still like to
work with paper. More than
three quarters (78%) of office
workers surveyed for Canon
Office Insights 2013 said being
able to print was very important
or essential; two thirds said they
used their printer several times a
day; and 42% said that they were
printing more often now than
three years ago.
Consumers, too, appreciate
paper's qualities. At a time when
more and more businesses are
switching to paperless billing, it
is instructive that 84% of adults
are unhappy when companies
take away their right to choose
how they are contacted; and 81%
feel that having a paper copy
of a bill in addition to an online
version increases their likelihood
of reading it (source: Opinium for
the KeepMePosted campaign).
Paper and postal communications
are trusted – seven out of 10
respondents to the Neopost
Mailing Survey Questionnaire
2014 said they preferred to use
the post when communicating
confidential or sensitive
information, with 60% using it
when proof of delivery is required.
They are also effective as a
means of generating business.
In the same Neopost survey,
two thirds of respondents
agreed or strongly agreed that
postal communications are
better targeted than digital
communications. Almost six out
of 10 said they are more effective
and more memorable than digital
media.
Moreover, paper continues
to evolve and embrace new
possibilities raised by digitisation.
For example, variable data
printing software lets you
personalise pre-printed material
with customer-specific greetings
and special offers, while QR
codes that can be scanned with
a smartphone provide a link
between printed documents and
online content.
Digitisation, then, is not a
question of going paper-free,
but rather of using paper
where its benefits are greatest
and eliminating it from other
processes.
Its main purpose is to erase
distinctions between printed
and digital documents, so that
you can introduce all-digital
processes within the confines of
your business or network; send
and receive documents in any
format; and integrate information
from multiple sources to give
workers a single view of customer
interactions, for example.
Digitisation is not a question of going
paper-free, but rather of using paper
where its benefits are greatest
With such savings on offer, should one get rid of paper in its entirety?

©2015 Neopost 6
Time to act
Productivity. UK productivity
levels have stayed stubbornly
low for decades. They are still
below 2008 levels and the UK is
falling behind competitors, such
as Germany. By speeding up
processes, digitisation has clear
productivity benefits.
Cost savings. The 2008/9 crash
and its fall-out have forced
businesses and public sector
organisations to economise. As
the costs of printing, mailing and
filing have come under scrutiny,
organisations of all sizes have
taken steps to eliminate waste
and unnecessary expenditure.
The e-substitution of hard copy
mailings with email, web-links and
mobile messaging is one way to
save money. Another is to scan
archives to reduce the amount of
space taken up by paper records
in on-site and off-site storage
facilities. Digitisation also makes
it possible to centralise processes,
such as accounts or mail
processing, in one location. This
removes the need to duplicate
functions in branch offices and
offers the opportunity to take
advantage of cheaper labour in
overseas locations.
e-Government. Much of the
impetus for digitisation has come
from the Government, which is
encouraging Government and
the public sector to reduce their
use of paper and implement
electronic workflows. From
paperless vehicle licences and
driving licences to the scanning
of patient medical records and
court documents, public sector
processes are being transformed
by digitisation.
Working practices. Changing
working practices have
strengthened the case for
digitisation. In order for mobile/
remote working to be successful,
people need remote access to
office files; something that is
incompatible with paper-based
workflows and filing systems.
Innovations in technology.
The rise of the smartphone and
cloud computing have simplified
mobile working and significantly
enhanced the productivity of
mobile workers. Mobile workers
today can capture information on
the move with a mobile scanner
or smartphone/tablet camera and
route to it office systems as part
of a paperless workflow. Mobile
devices can also be used to
retrieve information residing on
office systems or in the cloud.
Customer choice. Greater
competition and easier switching
between service providers mean
businesses can no longer take
customers for granted. Almost
one in three UK consumers (30%)
surveyed by Vision Critical for
customer service specialist Kana
said that they had become less
loyal to retail brands in the last
five years, with 25% identifying
poor customer service as the
main reason. Meeting customer
expectations is essential for
The essential tools of digitisation – scanners, computer networks,
content management systems and optical character recognition
(OCR) and data extraction solutions – have been around for
decades without eradicating paper.
In the past, digitisation strategies have been slow to take off due
to a number of factors, including the perceived complexity of
digitisation, notably the difficulty of managing and synchronising
digital and printed communications; a lack of leadership by senior
managers; concern about costs; and fear of change.
Today, even SMEs realise that there is no longer any excuse to
delay digitisation, with 55% of SMEs questioned for Neopost’s CVA
Analysis Across Transactional & Marketing Communications agreeing
with the statement ‘Digitisation is just something that we have to
do’, compared to 20% who disagreed.
There are many reasons why digitisation is at the top of the
corporate agenda in public and private sector organisations. Key
drivers include:
Continued...

©2015 Neopost 7
Return on Investment
customer retention and loyalty.
This includes responding
quickly to queries, personalising
offers and communicating via
customers' preferred channels.
Carbon reduction. . Businesses
are under pressure to cut carbon
emissions and reducing paper use
is a quick and relatively easy way
to shrink one's carbon footprint.
Digitisation also facilitates remote
working, which has an impact on
travel-related emissions and can
enable an organisation to reduce
the amount of office space
needed, generating additional
CO2 savings.
Compliance. Digitisation brings
greater visibility, accuracy
and transparency to business
operations, making it easier
to achieve and demonstrate
compliance.
Competitive pressure. Your
competitors are already digitising
their processes and enjoying
greater efficiency and lower
costs as a result, giving them a
competitive advantage.
Just as strong as the business
case for digitisation is the
financial argument.
AIIM, the non-profit association
for the Information Management
community, estimates that
60% of organisations that have
implemented paper-saving
initiatives achieve a Return on
Investment (ROI) on paper-free
projects within 12 months, with
more than three-quarters seeing
ROI within 18 months (source:
Paper Wars 2014 – an update
from the battlefield).
Neopost’s own research shows
that awareness of the financial
benefits of digitisation is high
even among SMEs in the early
stages of digitisation, with 57%
agreeing that “Any investment in
digitisation now will be worth it
in a few years’ time”, compared
to just 16% who disagreed with
the statement (source: CVA
Analysis Across Transactional &
Marketing Communications).
Continued...
Awareness of the
financial benefits
of digitisation is
high even among
SMEs

©2015 Neopost 8
Where to start?
Archiving and records
management. The scanning of
paper archives to improve access
to information and free-up space
occupied by filing cabinets.
Generally this involves digitisation
of existing archives and 'day
forward' scanning of all new
records.
e-Invoicing. Sending, receiving
and processing invoices
electronically saves time and
money. A Billentis report
commissioned by Ricoh claims
that making the switch to
e-invoicing could save European
businesses £205 billion and
the public sector £34 billion.
Currently, just one in five
invoices is electronic, but the
tide is turning. In The Future
of Multi-channel Transactional
Communications, Infotrends
predicts that by 2017, 35% of bills
and statements delivered to US
consumers will be paperless.
Defined processes. Any other
defined process that involves the
pulling together of varied material
from smartphones, PCs and
scanners, from loan applications
to employee on-boarding, can be
speeded up through digitisation.
The most sophisticated solutions
will monitor what documents
have been received and flag up
any that are missing.
Customer Communications.
The digitisation of customer
interactions through SMS, web
chat and social media can
strengthen customer relationships
and save money. A study by
SOCITM found that customer
interactions in local government
cost £8.62 for face-to-face
communication, £2.83 for contact
over the phone and 15p for a web
transaction.
Remote Data Capture. Any
process that involves the
gathering of data in the field,
such as insurance claims or
machine servicing, can be
improved dramatically through
digitisation. Capturing data
digitally on a digital dictation
recorder, e-pen, smartphone/
tablet or portable scanner and
routing it electronically to head
office enables information to
be processed instantly and
eliminates unnecessary travel.
Digital mailroom. Capturing
information as it enters an
organisation, by integrating
scanning with mail opening on-
premise or in an external bureau
and routing mail to recipients
is another popular application
that impacts every department
within an organisation. In The
Paper-Free Process Revolution
Handbook (2012), AIIM claims
that capturing data electronically
at the start of a business process
can deliver a 30-50% gain in
process productivity and a three-
to 10-fold reduction in turnaround
response times.
When it comes to digitisation, start-ups have a clear advantage in
that they can go digital from day one. Established businesses have
to take a more evolutionary approach, generally starting with pilot
schemes and departmental implementations.
Evidence suggests that businesses are missing out on the benefits
of digitisation due to a lack of strategic direction from senior
management. This results in piecemeal and ad hoc digitisation
projects that are initiated when a process comes up for review
rather than being driven by a vision for the enterprise.
In the Neopost Mailing Survey Questionnaire 2014, almost two
thirds (62%) of respondents said that the substitution of postal
communications with digital alternatives, such as email and social
media, was happening in an unplanned manner.
Where you choose to start will depend to a great extent on
whether the motivation for your digitisation project is to reduce
risk (compliance-driven), to save money (cost-driven) or to improve
efficiency (opportunity-driven).
Some of the most popular projects include:
...businesses are
missing out on
the benefits of
digitisation

©2015 Neopost 9
Send. Receive. Connect.
Organisations depend on
efficient two-way communication
with customers, suppliers and
associates. Even if processing
is completely digital across the
company network, they must
still be able to send and receive
information in printed and
electronic form.
As a leading mailing and
communications company,
Neopost helps businesses of
all sizes address the challenges
and opportunities presented by
digitisation and the convergence
of hard copy and electronic
communications.
Neopost solutions like the
IMW-20 all-in-one document
management system and the
neoPreference communications
management system integrate
paper-based and digital
workflows, enabling customers to
streamline processes for inbound
and outbound communications.
Through the acquisition of Data
Capture Solutions Ltd (DCS)
in 2013, Neopost is also able
to provide consultancy-driven
records management and
business process optimisation
services.
DCS provides information
management software and
services to more than 400 of the
largest public and private sector
organisations in the UK and more
than 70 local authorities and
healthcare providers. Software
supplied by DCS is used by more
than 1,000 companies worldwide.
Because DCS is active in all areas
Case Study
Part of Ballingslöv International,
a Swedish supplier of kitchen,
bathroom and storage systems,
Paula Rosa-Manhattan is a
Lancing-based manufacturer of
fitted kitchens.
As Head of Finance Max
Caunhye explains, it recently
installed an IMW-20 mail
management system in order
to bring the lean production
methods used in its factory to
key administrative processes,
in particular the processing of
invoices and statements.
“We operate ‘lean production’
methods, so we constantly
review our processes to
ensure any inefficiencies
in our production line are
eliminated. This lean production
philosophy also extends to our
back-office processes. Paper
based documentation was an
extremely inefficient way of
handling supplier accounts.
Documents had to be physically
circulated amongst a number
of authorising managers and
inevitably some documents
would get delayed or mislaid. So
we looked around for a system
to scan, store and archive
documents electronically,” he
said.
After reviewing a number of
solutions, the IT department
selected Neopost's IMW-
20, which came highly
recommended.
“Our legal advisers were using
the Neopost IMW-20 system
and found it efficient and
easy to use. We were already
a Neopost customer and had
been using their mailroom
equipment for nearly 15 years.
We saw a demonstration at our
own offices and were impressed
with the simplicity of the system
and its functionality.”
The system's ease of use was
a major selling point. It can
be set-up 'out of the box' in
less than one hour and boasts
automatic OCR (optical
character recognition) and
sophisticated search options for
quick and easy retrieval.
Paula Rosa-Manhattan is now
using the system to scan new
supplier finance documents,
as well as existing paper files.
Caunhye says the saving on
floor space alone – he expects
to free up 100 square yards
currently taken up with paper
files – means the system will
rapidly pay for itself.
“This is a £63 million per
annum enterprise with 120
active suppliers,” he said.
“Managing that supply chain
more efficiently with a paperless
solution will save management
time, and time in the accounts
department, by speeding up the
whole process. We will also be
able to save valuable floor space
at a time when the company is
growing fast.”
continued...

©2015 Neopost 10
of information management,
including the supply of software,
hosted solutions, consultancy
and outsourced services, it
can develop bespoke solutions
tailored to each customer's needs.
Customers benefit from a single
supplier capable of advising on
and delivering all aspects of an
implementation, from process
design to paper shredding, and
typically achieve ROI in under a
year.
DCS offers solutions in
three core areas: document
management, covering all aspects
of information management,
from the scanning of printed
documents to email archiving;
business process and workflow
automation; and outsourced
document processing services
that enable organisations to
capture high volumes of paper
documents without the need for
major upfront investment in their
own equipment.
In addition to scanning
paper documents to digital,
DCS software can capture
data directly from electronic
documents or emails.
continued...
continued...
Send
A digitisation strategy has
implications for the three
stages involved in the sending
of documents – creation,
production and distribution.
As we explained earlier, the
purpose of digitisation is not
necessarily to eradicate paper
entirely, but rather to use it only
where appropriate.
In the context of outbound
communications, such as invoices,
sales orders, statements and
marketing messages, this means
taking advantage of electronic
communication methods
wherever possible and using
postal communications when it is
the most effective option or what
the customer prefers.
For example, a solution like
neoPreference lets you create
a completely digital process
for e-invoicing, from document
design to archiving, with
automatic invoice tracking and
routing via digital channels
(email, secure email, download
link) or physical mail depending
on the customer preference.
With the option of Neopost
Hybrid Mail, you can even
outsource the printing and
mailing of hard copy invoices
to a Neopost fulfilment centre,
enabling you to satisfy a
requirement for printed invoices,
whilst maintaining paper-free
processes on your own premises.
Some organisations seek to
impose a digitisation policy upon
customers by charging them
for paper bills and statements.
This tactic can accelerate the
transition away from paper and
deliver rapid cost and carbon
savings. But it also carries the
risk of alienating customers. A
less controversial approach is to
let customers decide how they
want to be contacted.
Regardless of which option
you choose, the e-substitution
of postal communications and
the adoption of a multi-channel
communications strategy raise
a number of questions that will
need to be addressed:
• How do you maintain a
consistent style and identity
across digital and paper-based
communications?
• How do you prevent
duplication of messages sent
through different channels?
• How do you synchronise paper
and digital communications?
• How do you ensure that
everyone receives the right
communications via the right
medium?
• How do you track and record
communications sent via
different channels?
• How do you give employees
a unified view of all
communications so that they
can resolve queries quickly?
Most organisations find
these questions challenging
because their postal and digital
communications channels run
in parallel and have not yet
been fully integrated. In a recent
Neopost survey, 47% of SMEs said
they wasted time preparing digital
and printed communications
and half find it difficult to keep a
record of communications sent
via multiple channels.

©2015 Neopost 11
continued...
Output management
The answer is to use output
management solutions that
provide a unified workflow for all
documents from creation through
to distribution via electronic
channel or the mail. Typically, they
provide four main functions:
Document Design. Maintain a
consistent corporate identity
across printed and electronic
output and remove the need
for costly pre-printed forms by
designing templates for invoices,
payslips, statements, policies and
marketing material.
Content Personalisation.
Customise documents for each
recipient with the addition
of personalised marketing
messages, overlays or insertions.
Automated Despatch.
Automate printing and posting
or distribution via web or email
depending on each customer's
preference. Use the scheduler to
specify when documents should
be output.
Archiving. Save digital copies
of all electronic and hard copy
mailings that can be accessed
and viewed by customer service
staff and other employees.
Choice of solution
Neopost provides a range of
output management solutions to
suit businesses of all sizes and at
all stages of digitisation.
Neopost neoPreference, a new
cloud-based solution for small
and medium-sized businesses
includes sophisticated electronic
routing features that offer more
than just e-substitution of postal
distribution.
The fully integrated
communications management
platform enables small businesses
to:
• Create processes for the
production of customer
communications, including
the uploading of Excel, Word,
Powerpoint and PDF files
and supporting material; the
creation of address lists; and the
addition of digital signatures;
• Send communications via
multiple channels including
email attachment, weblink, a
digitally certified email (with
digital signature) or printing and
mailing;
• Archive all communications
regardless of channel used;
• Track and trace digital
communications, showing when
they are opened for compliance
and auditing purposes.
neoPreference is a particularly
attractive option for SMEs.
It is not weighed down with
unnecessary functionality,
which helps minimise training
requirements, and, being cloud-
based, it has a low management
and IT overhead.
For organisations that send mail
in sufficiently large volumes to
benefit from Royal Mail discounts,
Neopost OMS-500 is a complete
server-based solution with
a strong focus on mailpiece
production, including the ability to
group, batch print, sort and merge
documents to take maximum
advantage of Royal Mail discounts
for pre-sorted mail.

©2015 Neopost 12
Case Study
Neopost proves the right
choice for baking specialist
As part of a strategy to improve
its customer communications,
Ranson, a provider of baking
supplies to bakeries and
patisseries around the UK,
surveyed its customers to see
how they wanted to receive
invoices, statements, credit
notes,
leaflets and
catalogues.
Approximately 70% expressed
a preference for mail, with 30%
choosing to receive documents
electronically.
Ranson sends out about 100
letters a day and after letting
customers choose how to
receive them, staff had to spend
a great deal of time manually
separating those that were to
be emailed from those to be
sent through the post.
Ranson already used a Neopost
franking machine and folder-
inserter and so it was only
natural that it adopted Neopost
output management software
to streamline and automate
its multi-channel
communications processes as
well.
Now, software automatically
routes mailings to email or
print based on each customer's
preference. This has led to
happier customers, lower
mailing costs and significantly
less manual processing,
whilst providing Ranson with
verification that emails have
been sent.
Marcin Rutowski, office
administration manager,
said: “The solution Neopost
provided is very, very simple. I
would recommend this multi-
communications platform to
other companies; it's really
saved time and money.”
Receive
In many businesses mail is still
opened manually and distributed
by hand, sometimes hours later.
In more and more cases, the
recipient will then take time out
from what they are doing to
scan newly delivered files and
documents on a multifunctional
device or personal scanner. How
much faster and more efficient to
scan documents as soon as they
enter an organisation and route
them to recipients over the local
or wide area network.
So called digital mailrooms
maximise the advantages of
digitisation by scanning at point
of entry, rather than further
along a process. Scanning at the
perimeter of the organisation
has multiple benefits beyond
those you would expect from
any digitisation initiative. These
include:
• Faster mail distribution so
that employees can respond
to customer correspondence
or execute the next stage in a
process more quickly;
• Less paper entering and moving
around a business;
• Reduced scope for human error;
• Increased opportunity for the
whole organisation to benefit
from digitisation, rather than
just early adopters.
Neopost IMW-20
In addition to the customised
solutions provided by DCS,
Neopost offers a complete out-
of-the-box solution ideal for small
and medium-sized businesses.
The Neopost IMW-20
solution comprises an
A4 scanner with 50-
page document feeder;
an all-in-one touchscreen
PC with a 1000 GB hard
drive capable of storing
millions of documents; and
document management software
with automatic optical character
recognition and pre-defined
workflows for invoice processing
and mail distribution.
The combination of a complete,
fully integrated hardware solution
and an easy to use touchscreen
interface has made this a popular
solution with small and medium-
sized businesses that in the past
might have lacked the confidence
to adopt digital workflows. Users
can access documents from a
desktop application on the IMW-
20 or remotely via a web browser.
IMW-20 Document
Management
continued...
continued...

©2015 Neopost 13
Case Study
ARI Fleet UK (formerly Fleet
Support Group) provides a
range of services to vehicle
fleet operators across the
UK, including maintenance
management, accident
management, breakdown
recovery and vehicle rental.
The 120,000 invoices it receives
each year used to be processed
manually, often by staff working
at night or over the week-end.
This was expensive, time-
consuming and there was
always the risk of invoices being
lost or mis-filed. ARI Fleet UK
approached DCS to design
a more efficient, centralised
process, with invoice tracking,
logging and audit trails.
After reviewing existing
processes, DCS installed an on-
site solution for the scanning,
capture, indexing and automatic
classification of all incoming
invoices and credit notes, fully
integrated with the company's
existing ERP and Microsoft
SharePoint systems.
Now, invoices are scanned on
arrival, with key data such as
order number, supplier name
and supplier code extracted
automatically. Matched
invoices are automatically
routed through to the ERP
system for payment, with
unmatched exceptions sent to
administrators for validation.
This automated system has
saved 9 hours a day, slashed
invoice chasing requests by
50%, reduced the incidence of
invoice disputes and cut invoice
processing costs.
Digital data capture
Although businesses still need to be able to process printed
documents, most information today arrives via digital channels,
notably email. Yet, an email can be just as difficult to integrate into a
business process as a paper document. Often, businesses will print
email communications and manually input the required data into a
business application, introducing processing delays and the risk of
mistakes.
DCS provides multi-channel data capture solutions that automatically
recognise, validate and extract required data from email, web forms,
fax and printed mail in a single integrated process. Ideal for defined
workflows, such as sales order or invoice processing, such solutions
also provide real-time tracking and visibility.
continued...

©2015 Neopost 14
Why Neopost?
Neopost is a leading global supplier of mailing and communications
solutions, with annual sales 1.1 billion euros 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; electronic document management; and tracking
tracing of letters and parcels. Neopost solutions support every
stage of sending and receiving communications by mail, email, SMS
and parcels. In addition, it offers complementary services including
consulting, maintenance, financial and online services.
Send
Output Management.
Neopost's OMS-500 web-
based multi-channel customer
communications solution
automates document production,
distribution and dispatch. It also
provides electronic document
archiving and retrieval, including
email and weblinks. Another
new solution designed especially
for small and medium-sized
businesses is neoPreference,
which supports e-invoicing and
lets users manage the preparation,
delivery and archiving of digital
and printed communications with
just a few clicks.
Hybrid Mail. A new option for
neoPreference customers (see
above), Hybrid Mail lets users send
physical documents without the
hassle of printing and stamping
in-house. Electronic documents
uploaded to neoPreference can be
routed electronically to a Neopost
fulfilment house for printing and
mailing to customers.
Mail centralisation. To enable
businesses with multiple branches
or remote workers to centralise
mail production, Neopost offers
Mail Central. Users can email
print jobs to a central facility for
processing on productive, high
volume machines.
Receive
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
the Neopost 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.
Document Management and
Business Process Automation.
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.
E-mail processing. Multi-channel
data capture solutions from DCS
automatically extract and validate
key data from email messages
and scanned documents,
enabling organisations to
implement fully integrated
processing of invoices, sales
orders and other documents
regardless of whether they are
received in digital or printed form.
Mail tracking. NeoTrack Touch
automated parcel receiving
software provides a digital
solution to the recording and
tracking of packages from drop-
off at the post room or reception
to delivery to a named recipient.
NeoTrack can also track files,
equipment, office supplies,
computers and other equipment
around a building.

©2015 Neopost 15
What next?
To find out how Neopost can help you cut mailing costs,
please call us on 0800 731 1334.
www.neopost.co.uk/digitisation

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.
About Neopost
Join us on neopost.co.uk

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