Prepress

Oce Digital Mail Provides Faster Access to Incoming Documents

Tuesday 26. January 2010 - New Solution Enables Reduction of Unwanted Mail

Oce Business Services, a leader in document process management and technology, today introduced Oce Digital Mail. The solution combines traditional mail management services with the ability to convert all incoming, scannable mail from physical to digital form in the mail center. Business benefits include reducing the volume of unwanted/non-essential mail, increasing productivity and achieving greater control and insight into the mail process including mail volume, type and recipients.

Beyond Traditional Scanning

The Oce Digital Mail process scans incoming mail and notifies recipients that they have new mail. Employees can then retrieve, view, save, forward, archive or delete the documents, which are in PDF or TIFF format. Oce Digital Mail can be integrated with virtually any electronic depository or workflow system. Additionally, Oce Digital Mail is different from traditional enterprise scanning operations because it converts all incoming physical mail into digital form, connects it with individual recipients and integrates it into a workflow.

Recognizing that organizations have different privacy policies for opening mail, Oce offers different service levels that give companies flexibility in leveraging digital mail. One option includes converting all incoming, scannable mail and entering it into the digital workflow. Another option allows employees to instruct the mail center as to which mail pieces may be scanned and entered into the workflow. A third approach enables employees to receive digital images of mail pieces that they can instruct the mail center to deliver or dispose.

Reducing Non-essential Mail

Oce Digital Mail is designed to meet the needs of mid-size to large enterprises experiencing challenges that may include: high volumes of unwanted/non-essential mail; excessive costs due to forwarding incoming and interoffice mail to satellite locations; minimal or no control over corporate documents due to lack of a system to track mail delivery; growing courier expenses; and the need to better meet sustainability goals through such initiatives as reducing paper.

“Today’s economy impels businesses to operate more effectively and rethink processes to support that goal,” said Elizabeth Halaki, chief marketing officer, Oce Business Services. “The Oce Digital Mail Center converts postal mail to digital form so that inboxes and processes can be digitized from the outset, accelerating business workflows and improving employee productivity.”