Automating the Document Delivery process with Ease

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In today's results-driven, budget-crunched business climate, it should. And it's why so many companies are utilizing Esker automated solutions to send documents quickly and easily via cloud fax or mail services directly from desktop or enterprise applications.

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  • Hello, and thank you for joining us today. Today’s webcast is titled: From Paper to Progress – automating the document delivery process with ease. Before we get started I want to let you know that there is a red button on your screen for Q&A. Please type in your questions as they come up and I will address them at the end of the presentation.
  • Todays agenda – we will explore how effective your process is today, ways to optimize the sending and receiving of faxes, and then we will get into discussing the pains associated with postal mail. I have a couple of customer stories I would like to share with you, and then we’ll open it up for questions.
  • To begin, here are three words – EFFICIENT. EFFECTIVE. EFFORTLESS. Does this describe how you send your documents? For many companies we talk to, the answer is no.
  • Let’s first take a look at some possible attitudes towards what we are talking about today. Some companies may look at the process of send faxes and postal mail and think that there really isn’t much that can be done to make any worthwhile improvement to the bottom line. After all, how long can it really take to send a fax? Let’s see. You print out your documentation, walk over to the fax machine, type in the number, send the fax, wait for it to transmit and then had back to your desk. And it is a similar process for sending postal mail – type up the letter, print, address the envelope, fold the letter, stuff the envelope, stamp it and get it into the postal mail stream. If you are dealing with low volumes, then you may not see the value in removing some of the manual touchpoints. But if your employees are all sending out faxes on a regular basis or if your company is generating enough postal mail that someone in your organization is spending a good portion of their day on this task, then it may be worthwhile to look at streamlining these processes.
  • Sending a single fax or mailing one document can take just a few minutes each. But what happens when one or two becomes several hundred? A few minutes quickly turned into a few hours. Hours of time spent on non-revenue generating tasks.
  • It’s funny for me to say this, but who knew that in this day and age, fax would still be such a prevalent means of communicating. But here we are, in the 21 st century, and we continue to see growth in the market for fax technologies. Some of the reasons are the expansion of technologies like Fax over IP and production faxing, as well as initiatives to unify business communications. There are also certain document types that can’t be emailed because of compliancy reasons, so a lot of times those documents are still being faxed.
  • Even though we are talking about automating fax and postal mail, it is beneficial to look at the business process as a whole to see what other efficiencies can be gained. Examples of outbound documents can include purchase orders and customer invoices. The most common documents we see on the inbound side are AP invoices and incoming sales orders. How much more efficient could the process be if you eliminated not only the physical paper, but also the data entry, routing for approvals, archive, and reporting.
  • With all the fax options available, there are pluses and minuses to each. When you are talking about physical fax machines, someone has to take care of servicing them. And who do you think gets called? IT. When we look at fax servers, we have to take into consideration the fact that software versions have a shelf life, and while you typically have a certain amount of time to upgrade after a new version is released, at some point that old version is no longer going to be supported. What happens then? Did you budget for the upgrade? Are you current on maintenance? What about your server hardware? Does that need replacing? What kind of a disaster recover solution do you have in place? Do you want to move towards virtualization? If so, that would require you to install the software on a virtual server. And you also need a virtual fax card. And is that compatible with your phone system? And what about the TCO – total cost of ownership with this investment? How long do you have to continue faxing at the current volumes to make your money back? The list goes on and on, giving the IT department a lot of things to consider.
  • So, what is causing more businesses to move towards using a service? Well, for one, IT has a lot on their plate, and managing one more server is the last thing they want to do. Plus, with a high portion of their budgets going towards maintenance, the decision sometimes has to be made – renew maintenance, or risk it in favor of fulfilling another project need. And that is not a very fun place to be in. By moving to the cloud, you shift some of the costs around. There are no annual maintenance fees. There is no hardware or software to purchase. You simply get to take advantage of the resources you already have – the internet, and your computer.
  • Let’s take a closer look at the automation options, and the potential costs involved. With a fax server, you have the hardware and software costs on the surface. But you also have annual maintenance for not only your fax software, but also your fax card. You have implementation and configuration. Upgrade costs. And what is not on here – telco costs. You have the cost of your analog lines or your T1. You have the per minute rate. Perhaps you also have DID’s you are paying for. And oh yeah – your IT person who gets to manage the server, apply patches, troubleshoot, etc. With a fax service, there are no hidden costs. There may or may not be an initial set up fee. And beyond that, you pay for any inbound fax lines you may have, plus the traffic transmitted through the service. And that’s it!
  • Along with fax enabling your applications, cloud services can turn desktop computers into a great solution for sending and receiving faxes. Users can fax one or many faxes with a simple internet connection. We offer multiple ways to send faxes, including from email, using a virtual printer to submit, as well as logging into the FlyDoc account and attaching your documents from there. The website also includes the ability to keep an address book with fax numbers. As far as inbound fax is concerned, you can have your faxes routed to one or multiple users as either a PDF or TIFF attachment to the email. We also have ways to route faxes to a folder, and that can be discussed in further detail at a later date. Another common request is the ability to keep your existing number, and we have ways to accommodate that as well. All faxes are archived within your account for 60 days, and real time tracking is available when sending faxes.
  • Automating the Document Delivery process with Ease

    1. 1. © Esker 2013Document DeliveryFrom Paper to Progress:Automating the Document DeliveryProcess with Easewww.esker.com DOCUMENT DELIVERYDan Reeve May 2013
    2. 2. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperAgenda How effective is your document delivery process? Optimizing sending and receiving faxes Eliminating the pain of mailing business documents Customer Examples Q & A
    3. 3. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperEfficient. Effective. Effortless.Does this describe how you send documents?Ask yourself this:– How long does it take to send a fax?– How long can it really take to send a letter?– We send faxes and letters all the time.  It doesn’t appear to me that I’m losing time…
    4. 4. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperPain? What Pain?• How long does it take to send a fax?– Maybe a minute or three, depending on if someone’salready standing in front of the machine…• How long can it really take to send a letter?– Maybe a couple of minutes, plus a little extra time findinga stamp…• “I send faxes and letters all the time. It doesn’t appear tome that I’m losing time…”
    5. 5. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperIt All Adds Up• Sending a single fax or posting a single letter consumesonly a few minutes of employee time.– BUT…what if you have to send larger volumes?• Sending “a couple hundred” faxes or letters can take (afew minutes) X (a couple hundred).– For organizations that require large amounts ofpaper-based information distribution, this cost cangrow quickly.Eliminate the bottleneck by automating the process.
    6. 6. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperCompanies Still Use Fax? Fax market growing– Predicted to reach $700 million in 2014• 15.2% annual growth since 2009 Driven by:– Rise of IP– Unified communication initiatives– Regulations (HIPPA, etc)– Production faxing
    7. 7. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperWhy Fax is Still Needed Supply chain efficiency– Bundling POs with other documents– Delivery to multiple recipients Does your fax solution help with customer billing?– Bundling invoices with other documents– Subscription lists– Option for customers to receive via postal mail Can your fax solution process inbound customer ordersand vendor invoices?– Intelligent routing and prioritizing– Reporting on process metrics Customer service– Access to documents for dispute resolution– Competitive advantage
    8. 8. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperWhy Fax is a Pain to IT Staff Software vendor mergersand acquisitions Products at end of life or nolonger supported Customer support issues Asset management & TCO– Maintenance costs spiralingout of control– Multiple servers– Telephony costs– Telecom charges Stability issues– What Disaster RecoveryPlan? Functional limitations– Scalability to support growth– Status notification– FOIP– Support for virtualizationtechnologies Too much paper– Hard copies– Manual filing
    9. 9. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperWhat’s Behind the Move to the Cloud? 80% of IT budgets go tomaintenance Bandwidth and connectivity isthere Integration technology isavailable Security standards (SSL) areproven Tough economic timesdemand cost control andprocess efficiency
    10. 10. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperCost of Software vs. SaaS (Cloud Services)On Premise SaaSHardware Purchase 9%Software License 16%SoftwareMaintenanceImplementation &CustomizationHardwareMaintenanceUpgrade Costs20%25%11%19%Initial Set-upTraffic Fee10%65%Hidden CostsCustomization 25%
    11. 11. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperDesktop Faxing in the Cloud Send faxes instantly fromdesktop applications Receive faxes in youremail inbox Real-time status andonline archiving
    12. 12. Join the conversation! Follow #QuitPaper and @EskerInc Document Delivery#QuitPaperTo Learn More About… The Benefits of Cloud Faxing Simplifying your ERP Where Fax can take You and Your Company The Mailroom and Mass Mail Process– How you can save time and money on mail services Influential Case Studies More on Cloud CommutingVisit: http://bit.ly/11dU6MQ

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