Dmc 2011 Jan 12 Draft V 4 (4)


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Introducing the Digital Mail Center for the 21st Century

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  • 12/17/10 Intro. – Partner slides: Chris The case for Digital Mail Center – Bob MailCenter 21 – Tony Demo – Peter For More Info/Close -- Chris
  • Kofax is the market leader in information capture, helping customers - to optimize their document driven processes, - increase efficiency, - reduce cost, - improve top and bottom line results. We provide our customers with ONE enterprise wide platform for managing - the capture, - the transformation - the integration and exchange of business critical data, - and even one more, with communication capabilities across and beyond your organization. So you may use your our enterprise capture platform not only for inbound but also for outbound information sharing. We capture and communicate all information on one platform - no matter if you receive those data by paper, fax, email, or another electronic format; - no matter where they enter your organization - no matter who you want to share it with. We not only do have global presence through our own offices or through partners, we do have a global customer base of more than 25000 customers – among those are large global players, large regional enterprises and many medium sized companies. <click>
  • 12/17/10
  • 12/17/10
  • Just a few scenarios, which may sound familiar to you: The claim has been submitted, but it’s not yet in the system. Customer service will not be able to help when the customer calls. An invoice is in house, but it is not being evaluated for payment. Potential discounts are lost, your relationship with your vendor may suffer. A customer wants to place an order but is withholding it as there is an unanswered complaint sitting in a pile in the mailroom. No one is even aware of the problem yet. So, what are some of the problems with paper?   <click> First of all there is still too much of it <click> And it is very costly to process, compared to electronic transactions, taking into consideration the many manual steps, the efforts to search, and also shipping and storage. <click> There are all sorts of risks associated with paper transactions, including the possibility that something gets lost or misplaced, OR that information is viewed by someone that should not be seeing it. Data security and compliance with data privacy rules and regulations is one of the reasons why you want to get that paper truncated into a secure electronic format as soon as possible <click> Another big problem that we see is all of the exception process that has been build up around the paper, it simply becomes unmanageable <click> In addition to all of that, paper is just too slow. It takes too long to hand it over manually, to enter data manually, to ship, to be accessable at the right time. <click>
  • 12/17/10
  • 12/17/10
  • Automatic document classification removes the need for document analysis and sorting. Learn-by-example technology make this quick to configure and simple to maintain Let’s take a more in depth look at automatic classification as provided by KTM <click> We talked before about how automatic classification removes the need for manual document analysis and sorting. Documents can simply be scanned or imported in batches as they are received and then each is automatically classified. The documents are then extracted using the correct template or other technique and the data is released to the back end adjudication system or to workflow for further processing. <click> Key to the success of any high volume system, and claims processing is typically high volume, is the use of learn-by-example techniques for classification, i.e. not rules, since they make the system quick to configure and simple to maintain. <click> The configuration process starts with an understanding of the document categories used in the existing manual system - in this simple example we 5 categories but it many situation there can be 100’s. <click> Samples documents for each category are then gathered, usually 20-30 for each category but it can be more if there are a high number of classes or the documents are particularly complex. For forms you typically only need 4-5 though. <click> The system is then trained by simply clicking a button – no manual extraction of keywords or image features is required, nor is programming is required. The training process is quick, typically taking only a matter of minutes to train on may hundreds of sample documents. <click> Once training is complete the system can be used to reliably classify previously unseen documents to a high degree of accuracy, even if they are skewed or stretched by the scanning process. If new document categories are required in future it is a simple and quick process to retrain the system on new samples. 12/17/10
  • 12/17/10
  • <click>
  • Dmc 2011 Jan 12 Draft V 4 (4)

    1. 1. Digital Mail Centers: Improving Mail Centers in the 21 st Century Chris Hauser, Sr. Account Executive, Kofax Anthony Meadow, President, Bear River Associates Peter Nirenberg ,TITLE , Image Architects Robert Hahn, TITLE, Serco
    2. 2. Agenda <ul><li>Who we are – Proven Partners </li></ul><ul><li>What is a Digital Mail Center (DMC) </li></ul><ul><li>Benefits </li></ul><ul><li>MailCenter 21 </li></ul><ul><ul><li>Overview </li></ul></ul><ul><ul><li>Components </li></ul></ul><ul><ul><li>Workflows </li></ul></ul><ul><li>Demo </li></ul><ul><li>How to learn more / Q&A </li></ul>Slide Digital Mail Center
    3. 3. Kofax at a Glance <ul><li>Successful for 20+ years </li></ul><ul><ul><li>Acknowledged market leader in information capture </li></ul></ul><ul><ul><li>Helping customers to optimize/automate their mission critical, document driven business processes. </li></ul></ul><ul><li>Global presence </li></ul><ul><ul><li>1100 employees in 37 countries </li></ul></ul><ul><ul><li>Global professional services organization </li></ul></ul><ul><ul><li>Global support organization </li></ul></ul><ul><ul><li>Development and product management in the US, Europe, Asia </li></ul></ul><ul><li>Global partner ecosystem </li></ul><ul><ul><li>700+ certified Value Added Resellers in 60 countries </li></ul></ul><ul><ul><li>System integrators, application providers, BPOs </li></ul></ul><ul><li>Proven track record </li></ul><ul><ul><li>25,000 customers cross industries around the globe </li></ul></ul>Slide Digital Mail Center
    4. 4. Bear River <ul><li>Founded 1985, entered tracking market in 1993 </li></ul><ul><li>What: comprehensive internal logistics </li></ul><ul><ul><li>Inbound receiving for all types of accountable mail and shipments </li></ul></ul><ul><ul><li>Outbound multi-carrier shipping and tracking, domestic and international </li></ul></ul><ul><ul><li>Enterprise-wide internal tracking for priority interoffice mail, files, backup tapes, assets, etc. </li></ul></ul><ul><li>Why: drive performance and best practices </li></ul><ul><ul><li>Provide visibility, accountability & compliance </li></ul></ul><ul><ul><li>Improve service, manage to service levels </li></ul></ul><ul><ul><li>Increase efficiency, reduce expenses </li></ul></ul><ul><li>How: integrated web & mobile applications </li></ul><ul><ul><li>Highly configurable item & workflow tracking – allows you to work the way you need to work </li></ul></ul><ul><ul><li>Three-tier Web app deploys & scales globally </li></ul></ul><ul><ul><li>Metrics and performance management </li></ul></ul>Slide Digital Mail Center
    5. 5. Image Architects <ul><li>Founded 20 years ago </li></ul><ul><li>Digital mail and document imaging software and integration </li></ul><ul><li>Mailcenter 21 member </li></ul><ul><li>Customers : </li></ul><ul><li>City of New York </li></ul><ul><li>Fidelity Investments </li></ul><ul><li>CGU Life Insurance </li></ul><ul><li>State of Washington </li></ul><ul><li>Federal Reserve Bank of New York </li></ul>Slide Digital Mail Center
    6. 6. Serco <ul><li>Global services provider to government, military, intelligence agencies </li></ul><ul><li>Worked on ITS RFI, RFP </li></ul><ul><li>Technical support for ITS and Star Receiver </li></ul><ul><li>Customers: </li></ul><ul><li>US Army </li></ul><ul><li>Air Force </li></ul><ul><li>Navy </li></ul><ul><li>Marine Corps </li></ul><ul><li>Department of Homeland Security </li></ul><ul><li>Department of State </li></ul><ul><li>US Postal Service </li></ul>Slide Digital Mail Center
    7. 7. The Case for Digital Mail Center (DMC) Bob Hahn TITLE Serco Slide Digital Mail Center
    8. 8. Introducing Digital Mail Center 21 <ul><li>What is a DMC? </li></ul><ul><li>What trends in internal logistics drive the DMC? </li></ul>Slide Digital Mail Center Trend Driver Performance management Applying timely, accurate and objective metrics to improve mail operations & mgmt. decisions Compliance Reduce risk via creating auditable processes that ensure/enforce compliance Automatic mail sorters Replace manual labor, improve accountability at the piece or pouch level Digital mail Reduce volumes delivered & associated labor (but increases volume of accountables) Unmanned delivery points Reduce labor via delivery to mail slots, self-service parcel lockers, or monitored drop points Offsite receiving centers Move receiving, sorting and security functions off-premises to shared facilities Universal mail infrastructure Provide accountability, visibility and metrics for all locations, not just the largest corporate offices
    9. 9. Problems with Paper <ul><li>Volume –too much paper </li></ul><ul><li>Cost – too high compared to electronic transactions </li></ul><ul><li>Risk – delay, loss, mis-filing, compliance issues </li></ul><ul><li>Exceptions – too many complex physical paper flows </li></ul><ul><li>Speed – paper is just slow </li></ul>Slide Digital Center Slide
    10. 10. Benefits of a DMR <ul><li>Efficiency </li></ul><ul><ul><li>Eliminate paper and manual intervention </li></ul></ul><ul><ul><li>Reduce cost, cycle time, and risk </li></ul></ul><ul><li>Trackability </li></ul><ul><li>Visibility </li></ul><ul><li>Accountability </li></ul><ul><li>Security </li></ul><ul><li>Metrics </li></ul><ul><li>Performance Analysis </li></ul><ul><ul><li>Service levels </li></ul></ul><ul><ul><li>Key performance indicators </li></ul></ul><ul><li>Accelerate decision cycles </li></ul><ul><ul><li>Turns data and documents into process-ready information – at the point of entry </li></ul></ul><ul><li>Records Management & other Compliance Mandates </li></ul><ul><li>Improve customer service </li></ul>Slide Digital Mail Center
    11. 11. Leveraging Technology for Business Processes <ul><li>Backfile Conversion </li></ul><ul><li>Forms processing </li></ul><ul><li>Parcel Tracking </li></ul><ul><li>Certified Mail </li></ul>Slide Digital Mail Center
    12. 12. Participant Poll <ul><li>What from a DMC would be most beneficial to your organization? </li></ul><ul><ul><li>Enhanced Tracking, Visibility, Security & Accountability </li></ul></ul><ul><ul><li>Improved Business Processes </li></ul></ul><ul><ul><li>Cost reductions </li></ul></ul>Slide Digital Mail Center
    13. 13. MailCenter21 Anthony Meadow President Bear River Associates Slide Digital Mail Center
    14. 14. MailCenter21 Slide
    15. 15. Digital Mail Center Workflows Slide Digital Mail Center
    16. 16. Extensions of a Digital Mail Center <ul><li>Document capture </li></ul><ul><li>Data capture </li></ul><ul><ul><li>Forms, invoices, contracts, correspondence </li></ul></ul><ul><li>Automatic document classification </li></ul><ul><ul><li>By image, text or both </li></ul></ul><ul><li>Workflow </li></ul><ul><li>Archiving </li></ul><ul><li>Document Management </li></ul>Address Changes Cancellations Complaints Applications Inquiries Slide Digital Mail Center
    17. 17. BearTracks from Bear River <ul><li>Modern, modular, advanced internal tracking system </li></ul><ul><ul><li>Inbound receiving & distribution </li></ul></ul><ul><ul><li>Outbound: first mile, desktop shipping </li></ul></ul><ul><ul><li>Accountable interoffice </li></ul></ul><ul><li>Workflows configurable by site or by function </li></ul><ul><li>Easy to use Web interface </li></ul><ul><li>Scales from one mailroom to global enterprise </li></ul><ul><li>Strong emphasis on </li></ul><ul><ul><li>Visibility & control </li></ul></ul><ul><ul><li>Chain of custody </li></ul></ul><ul><ul><li>Compliance </li></ul></ul><ul><ul><li>Metrics & performance management </li></ul></ul>Slide Digital Mail Center
    18. 18. M-Series Sorter from Tritek Technologies <ul><li>Handles everything that enters your mail center </li></ul><ul><ul><li>White mail </li></ul></ul><ul><ul><li>Flats </li></ul></ul><ul><ul><li>Magazines </li></ul></ul><ul><ul><li>Newspapers </li></ul></ul><ul><ul><li>Interoffice mail </li></ul></ul><ul><ul><li>Overnight envelopes </li></ul></ul><ul><li>Optical Character Recognition </li></ul><ul><ul><li>Automatically locates and reads sender and recipient address blocks </li></ul></ul><ul><ul><li>Reads printed and handwritten address blocks </li></ul></ul><ul><li>Captures USPS tracking numbers (certified, etc.) </li></ul><ul><li>Images of front & back of each envelope sent to WebDOX </li></ul><ul><li>Sort programs can be developed by you </li></ul>Slide Digital Mail Center
    19. 19. WebDOX from Image Architects <ul><li>Customer (end user) Capabilities </li></ul><ul><ul><li>Open & scan my mail </li></ul></ul><ul><ul><li>Scan my mail & deliver </li></ul></ul><ul><ul><li>Forward to someone else </li></ul></ul><ul><ul><li>Shred/Junk </li></ul></ul><ul><li>Workflow Capabilities </li></ul><ul><ul><li>Personal and Group Queues </li></ul></ul><ul><ul><li>Public and Private Group Queues </li></ul></ul><ul><ul><li>Queue Management </li></ul></ul><ul><ul><li>Queue Aging Reports </li></ul></ul><ul><li>Security </li></ul><ul><ul><li>Roles vs. Individual Security Profiles </li></ul></ul><ul><li>Reporting Features </li></ul><ul><ul><li>Built-in reports included </li></ul></ul><ul><ul><li>Customer-written reports </li></ul></ul><ul><li>Categorization & Extraction </li></ul><ul><ul><li>Automatic Document Categorization </li></ul></ul><ul><ul><li>Automatic Data Extraction </li></ul></ul>Slide Digital Mail Center
    20. 20. Supports a range of scanners to suit your needs <ul><li>Opex, Kodak, Canon, Fujitsu, Panasonic </li></ul><ul><ul><li>Opex machines can open and extract mail </li></ul></ul><ul><ul><li>System can detect items left in envelopes </li></ul></ul><ul><ul><li>Will be used to scan mail contents that are transferred to WebDOX </li></ul></ul><ul><ul><li>Some sit on desktops and can scan 150 pages per minute </li></ul></ul>Slide Digital Mail Center
    21. 21. Demo Slide Digital Mail Center
    22. 22. For More Information: <ul><li>Submit questions via the WebEx Q&A chat link on the right side of your screen </li></ul><ul><li>Visit us at the MPSA: May/June 2011 in _________ </li></ul><ul><li>Visit us at Mailcom: Feb 28 - Mar 3, 2011, in Washington, DC </li></ul><ul><li>Email us </li></ul><ul><ul><li>Tony Meadow, Bear River [email_address] </li></ul></ul><ul><ul><li>Peter Nirenberg, [email_address] </li></ul></ul><ul><ul><li>Bob Hahn, [email_address] </li></ul></ul><ul><ul><li>Chris Hauser, [email_address] </li></ul></ul><ul><li>Visit www. </li></ul>Digital Mail Center Slide