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OPEX - The Only Way To Process Your Mailroom

Posted by Dan Termale on Tue, Feb 11, 2014 @ 12:37 PM

the mailroomThe amount of mail coming in and out of businesses can be expensive and difficult to process and manage. What processes do you have in place to open, distribute, and store your mail in the proper places? This job calls for at least one or more full time positions that handle and process all of the incoming and outgoing mail. The time it takes to go through high volumes of mail and process them correctly can be a very slow and daunting task. There is a digital mailroom system by OPEX, that has revolutionized how mailrooms operate. The challenge has been that scanners had difficulties when it came to opening and scanning mail and documents of different sizes and formats. Traditionally you would have your document prep team open, sort, remove staples, and then either place the mail in their proper places or scan them. If you are processing thousands of pieces of mail and documents a day this creates a bottlenecked inefficient process.  

Digital MailroomThe OPEX digital mailroom station that does everything all at once is called the DS2200 machine. This solution has a number of different models that specialize in different areas but they all drastically cut the document prep time with its unmatched versatility. This machine opens the mail, scans, and sorts the documents to the proper places with very limited need for any document prep. Combining the unique drop feed technology with a new state-of-the art auto feed capability, the DS2200 provides operators maximum flexibility to handle virtually any document scanning task, while practically eliminating costly prep, jams, and rescans.  

The DS2200 processes everything from single sheets to stacks of documents/letters from thick paper to onion skin and other fragile or damageable pieces. Envelopes of all sizes, file folders, receipts, small forms and business cards , the list goes on. This machine processes all of them simultaneously whether in a mixed pile or organized using it’s special technology to sort , open, and process your mail. It’s really an incredible machine that organizations all of the world rely on to process millions of transactions every day. 

  

This solution is used in the following areas plus many more:

  • Mailroom Automation
  • Remittance Processing
  • Accounts Receivable Processing
  • Accounts Payable Scanning
  • Production Document Imaging
  • Medical Chart Scanning
  • Claims Processing 

If you would like to download a brochure then Click Here!

Or if you want to talk and get more information then Contact Us!

Tags: Document Scanners, scanners, Document Management, digital mailroom, document scanning, Paperless Office, OPEX, BPM, ECM, Workflow, Document Imaging

How Do You Process Your Mailroom? - There's a Better Way

Posted by Dan Termale on Mon, Jul 22, 2013 @ 03:47 PM

mailroom

How do you process your mailroom? What processes do you have in place to open, distribute, and store your mail in the proper places? For many organizations this a full time position or many positions that handle and process all of the mail and incoming/outgoing documents. For a long time the document capture technology had a hard time capturing and processing real world mail and documents with scanners that were not made to handle documents without having them prepped first. When the mail comes in you would need to have a document preparation team to open, sort, and make sure that they are ready to be scanned. This is a bottleneck in the process that adds costs and time to the whole process. 

There is a solution to this bottleneck and the reliance upon document preparation and added costs. Opex has a Digital Mailroom solution that revolves around the DS2200 machine and other common models which drastically cuts the document prep time with its unmatched versatility. This machine opens the mail, scans, and sorts the documents to the proper places with very limited need for any document prep. Combining the unique drop feed technology with a new state-of-the art auto feed capability, the DS2200 provides operators maximum flexibility to handle virtually any document scanning task, while practically eliminating costly prep, jams, and rescans. 

DS2200The DS2200 simultaneously processes everything from single sheets to stacks of documents, from thick paper to onion skin and other fragile or damaged pieces, from envelopes and file folders to receipts, small forms and business cards - virtually any style or type of document!  By automatically edge-aligning mixed-sized items prior to feeding, theDS2200 overcomes the limitations imposed by center-fed scanners.  Messy docuements can be scanned alongside uniform, clean documents typrically associated with traditional high speed scanners.

Around the world, thousands of customers count on OPEX equipment to process millions of transactions every day, including such critical business functions as:

▪ Mailroom Automation
▪ Remittance Processing
▪ Accounts Receivable Processing
▪ Accounts Payable Scanning
▪ Production Document Imaging
▪ Medical Chart Scanning
▪ Claims Processing

Here is a link to a product video page for the DS2200!
If you would like to download a brochure then click here! 

Or if you want to talk and get more information then Contact Us!

Tags: digital mailroom, document scanning, OPEX

Digital Mailroom - The Key Benefits Today

Posted by Cindy Bialy on Fri, Feb 15, 2013 @ 12:04 PM

Digital MailroomThe traditional motivation for implementing a digital mailroom solution is to reduce operational costs.  Organizations use digital mailrooms to decrease their reliance on manual processes, both in the mailroom and throughout the organization.  It makes sense that by automatically processing incoming documents, businesses increase their processing efficiency, using less labor.

Lately, though, businesses are looking more at increasing efficiency in overall workflows as their critical objective.  By automatically prioritizing and routing mission-critical information, an organization can improve service levels to its existing customers.  Mailroom automation brings strong efficency improvements by getting customer information to where it is needed within the organization far more quickly than the equivalent manual process.  Where it use to take days to physically distribute and receive these documents throughout the organization, now the same data is available in a matter of minutes.  Customer transactions, requests, and inquiries can be dealt with more quickly, allowing an organization to compete on service levels as well as cost.  

Also, organizations are realizing the benefit of using digital mailroom solutions to ensure they conform to legal requirements.  Companies are able to capture all documents as soon as they enter the organization.  By providing secure, robust audit trails for the entire document life cycle, mailroom automation provides companies with substantially improved process for retaining, managing, and retrieving their documentation.

In summary, the key benefits to a digital mailroom today are to reduce operational costs, improve customer service, and to conform to legal requirements

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Tags: digital mailroom, document scanning, OPEX

Evaluating Centralized vs. Distributed Scanning Solutions

Posted by Cindy Bialy on Thu, Jan 03, 2013 @ 02:31 PM

conversion servicesAcross organizations, departments receive hordes of documents every month, including correspondence, legal documents, invoices, statements, service requests, purchase orders, notices and more.  The demand for document scanners is growing in response to progressing business requirements for managing paper documents.  Once scanned, documents are routed and managed more easily and are integrated into the company's electronic flow of information. You may be questioning what is the best way to handle the project of scanning - through a centralized location or through distributed scanning (through each company location and/or department)?  The idea of distributed scanning is to capture documents at the earliest point where they enter an organization streamlining document workflows and eliminate the perceived information float.  That doesn't mean that distributed scanning is the best approach for an organization.

Organizations need to think about the potential approach distributed scanning would have on staff productivity, task specialization, quality assurance, and the potential number of needless under-utilized scanners.  Many organizations that evaluate distributed scanning determine that centralized scanning still delivers better performance and reliability and greater return of investment. 

Despite the hype by proponents for distributed scanning, consider these reasons why you would not see the desired payback:

  • Your front line customer service or agent sales or reps may not have the technological savvy to properly operate the machine.  Also, you want to keep your front line focused on the customer and not on scanning tasks.  In a centralized enviroment, scanners are trained specifically for the task and are not taken away from their regular duties.
  • Desktop scanners are usually slow speed and inevitably lead to a labor intensive task.  Also, it is not uncommon to see frequent hardware downtime and underutilization of the purchased equipment.  Scanners purchased for a centralized environment are of high quality and built to process paper documents on a large scale.  Downtime is minimal.
  • Distributed scanning lacks the standardized platforms necessary to ensure uniform operation and high quality images.  In a centralized scanning environment proper quality controls are in place and performance is monitored.
  • One of the biggest reasons for a deflated ROI with distributed scanning is the bottleneck experienced with document preparation (opening envelopes, unfolding paper, removing staples and paper clips, repairing tears, photocopying paper, and inserting separator pages).  This keeps staff from other tasks and creates processing delays that impacts departments such as accounts payable, claims processing, and customer serices that rely on timely captured data.  In a centralized location these manual tasks are done either by a person(s) or a digital mailroom scanner.

Since scanning is the first step in converting paper documents to more usuable digital information, it can have a weighty impact on productivity, operations efficiency, and data accuracy.  For this reason, organizations should not take this type of decision lightly.  Companies should avoid falling into the trap of thinking that scanners on every desktop will drive capture efficiencies.  Enhancing centralized operations will actually deliver significant benefits, driving a better ROI.

Next article: Centralize Scanning Inhouse or Outsource to a Digital Mailroom
 

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Tags: Document Scanners, scanners, Document Management, digital mailroom, document scanning, Paperless Office

Opex Solves the Problems With Mixed Document Scanning

Posted by Cindy Bialy on Thu, Oct 18, 2012 @ 12:57 PM

For too many years image capture operations have been struggling to capture real world documents on scanners that simply aren’t designed to handle the mix of work without theDS2200 added cost of “document preparation”. Sure, the nice clean documents scan and image beautifully, but when it comes to small or fragile documents, folded documents with sharp creases, stapled work, or other “messy” real world documents the manual Doc Prep process becomes slow, laborious and costly. The DS2200 from OPEX tackles this problem in a new and revolutionary way. Finally – a product designed for the problem at hand!

Drastically Cuts Document Prep With Unparalleled Versatility

Combining the unique drop feed technology with a new state-of-the art auto feed capability, the DS2200 provides operators maximum flexibility to handle virtually any document scanning task, while practically eliinating costly prep, jams, and rescans.  The DS2200 simultaneously processes everything from single sheets to stacks of documents, from thick paper to onion skin and other fragile or damaged pieces, from envelopes and file folders to receipts, small forms and business cards - virtually any style or type of document!  By automatically edge-aligning mixed-sized items prior to feeding, the DS2200 overcomes the limitations imposed by center-fed scanners.  Messy docuements can be scanned alongside uniform, clean documents typrically associated with traditional high speed scanners.

The Answer to Scanning Real Work With Limited Document Prep
The unique process of the DS2200 virtually eliminates the additional prep and post-processing costs associated with conventional document capture. As a one-step scanner that can eliminate separator sheets while producing significantly less document handling and preparation time per batch, the DS2200 is ideally suited for a wide range of applications including medical records, backfile conversions, insurance and accounting documents, and service bureau scanning. Thousands of organizations around the world in a wide range of markets turn to OPEX Corporation for the most advanced scanning solutions available. The DS2200 continues the OPEX Corporation leadership position by offering exceptional productivity and efficiency at an incredible value.

Features:

  • State-of-the-art feeder with OPEX exclusive Drop Feed, Packet Feed and Auto Feed Capabilites
  • Proven Reliability
  • Optional Kofax VRS
  • Software Based Envelope Detect
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Tags: digital mailroom, document scanning, OPEX, Kofax

OPEX Knows That Your Time is Money!

Posted by Dan Termale on Wed, Sep 19, 2012 @ 12:35 PM

time is moneyThere is an old saying, maybe you have heard it  before, "Time is Money." This concept speaks to the fact that a persons time costs you money or in terms of a organizations time, every business process costs you money based on how inefficient they are. The best way to keep costs low and produce high output is to be efficient. Efficiency is the "secret ingredient" to running a successful healthy organization. It will not only bring you ROI savings but it will also make the workplace a more pleasant place to work. Company's that are full of ancient inefficient manual processes are likely to have inefficient frustrated workers too, just saying. 

mailroom

Every organization has a mailroom where thousands or in larger companies millions of pieces of mail come in every year. The daily process of opening , sorting, and either delivering or scanning the mail can be a tedious manual process. At AMS Imaging we handle millions of paper documents and pieces of mail every year. Our Virtual Mailroom services are a cost-effective, paperless alternative to the traditional in-house mailroom. Our mailroom service professionals leverage state-of-the-art equipment and software to automate processing to deliver postal mail directly to your automated business processes and to end-user’s desktops. Many organizations choose this solution because it was very cost-effective and it gives them all that extra time to devout to more critical business initiatives. 

At AMS Imaging we have partnered with the industry leader, OPEX, for us to be able to provide our state of the art mailroom solutions that are tailored to meet each client's unique needs. We use the OPEX AS7200i which is the world's most efficient out-of-the-envelope scanning platform. The AS7200i is the fastest , most cost-effective, and efficient way to process mixed mail. It really is an amazing piece of technology. Company's of all sizes are putting these machines in their offices and they are seeing immediate cost-savings and in most cases can even cut the amount of staff needed to operate the mailroom in half. 

Take a look at the video below to see the OPEX AS7200i in action! It really is quite impressive!

 

Click here to Request a Brochure

To learn more, contact AMS Imaging to schedule a Mail Study and find out how much an OPEX AS7200i can save your organization.

Or give us a call! One of AMS Imaging's solution's experts would be glad to give you more information and answer any of your questions!

TOLL FREE --> 1-800-966-5738

Tags: digital mailroom, document scanning, Paperless Office, OPEX

Why Not Purchase a Faster Scanner?

Posted by Cindy Bialy on Tue, Aug 14, 2012 @ 10:37 AM

If the goal of a company is to scan documents faster to save time and money, why not just purchase a faster scanner?

Scanning, particulary in the mailroom for incoming mail, is not just about scanning paper.  It isOPEXas7200t a process that starts with opening an envelope, continues with document prep, and concludes at the scanner.  The idea that substantial efficiencies can be gained by buying a faster scanner is a false economy.  This is proven daily in our our very own scanning facility.

Let me explain further by using an example.  Let's say you have a volume of mail that takes 50 hours of labor to open and prep and takes 8 hours of scanner time to scan the documents at whatever speed your scanner operates.  Along comes a scanner vendor who says they have a scanner that is twice as fast as yours.  So, excited at the prospect, you buy it.  Now you prep for 50 hours and scan for 4 hours.  Not saving much, you buy another scanner at twice that speed.  Now you prep for 50 hours and scan for 2.  You can see where this is going.

Unless you do something to reduce the prep, a faster scanner will neither save you money nor get your work done much faster.  In enters our OPEX solution. The OPEX scanner pinpoints the document prep challenges and solves them right away.

Read more about Document prep reduction in our recent blog article "OPEX Scanners Win The Prep-To-Scan Challenge".

Tags: Document Scanners, digital mailroom, document scanning, OPEX

Green Your Office , Protect the Environment & Your Budget!

Posted by Dan Termale on Fri, Jul 27, 2012 @ 09:33 AM

green environmentJust about everyone and their mother has heard the saying, "Go Green." It has become a daily conversation and saying that is impacting the way businesses operate. Going green especially on the enterprise level is definitely a complex, multi-faceted topic that has many moving parts. It is very important that we all do our part in protecting the environment and it does not always have to be a drastic change but it can be a very easy gradual process that businesses can take that will bring huge benefits across the board. Reducing the negative impact that businesses have on the environment has been an ever present topic that is changing the way people do things. The number of ways you can start this process is vast, but the most common way to start is by reducing resource usage, implementing recycling policies, and encouraging people to print less and to store more. 

Many organizations are finding that document management solutions and imaging products are crucial to their environmental agenda. The benefits of using a Document Management solution makes it hard to argue against. Just the efficiency increases that come along with having a document management strategy in place and all of the savings you will have from using less paper and supplies will pay for the solution itself extremely quick. It is a win-win situation both for the environment and for your business.  Reduce the printing, postage, and storage of your everyday business documents and you will see how much time and money you save in this alone. Although there is still a paper component in the scanning process, the real benefit comes from the digital workflow that you create once you scan to a repository that allows you to access and share that document with the click of a mouse, instead of a trip to the 37th floor in your high-heels! 

document managementA great place to start digitizing your paper documents is in the mailroom. With a continual increase in the amount of digital content coming into companies today, the Mailroom is often the sole source of incoming paper, and what better place to start to address a problem than at the beginning? Consider starting here and you will quickly realize the impact a document management solution can have. As with any tool or technology, it is how solutions are deployed, managed, and policed that can realy make the difference when attempting to bring about a change. It is up to you to take the initiative and to set these policies and put these practices (to store more and print less) into place! It is important for us to make a conscious effort to make sure our future generations can live in clean and healthy environment!

Here are a few office stats I will leave you with to see how important it is for us to make these changes!

  • 400 is the number of hours per year the average employee spends searching for documents.
  • 90% of a business's information is in documents
  • Companies on average spend $120 in labor to find one misfiled document.
  • More than 70% of today's businesses would fail within 3 weeks if they suffered a catastrophic loss of paper based records due to fire or flood.

Just some quick stats to think about! If you want to find out what kind of Document Management Solution will suit your needs then give Konica Minolta a call and speak to one of our solutions experts! 

Call Us At 1-800-966-5738!gogreen

Tags: Document Management, digital mailroom, Paperless Office

Digital Mailroom Solutions

Posted by Dan Termale on Mon, Jul 16, 2012 @ 11:40 AM

digital mailroomIf you're looking for a paperless office, then a great place to start is in your mailroom. The mailroom is often the main source of incoming paper since we have an increasing amount of digital content that comes through our organizations today. This makes the mailroom a perfect place to start your goal of going paperless. Why not address the problem right at its source, right?

There are two approaches you can take when deciding on what type of Mailroom Solution will best fit the challenges of your organization. There is the In-House Mailroom Automation Solution for those who want to keep their mailroom processes in-house. Introducing this solution will improve your efficiency levels and will help to manage your incoming paper volume while seeing immediate returns on investment.  At AMS Imaging we offer our tailor made powerful mailroom solutions by using a combination of the best-of-the-best technologies built around OPEX Scanners, Kofax Tranformation Modules, and OnBase Document Management Software. The impact that these solutions have on organizations are incredible and the time and money you save quickly pays for the solution itself plus the huge amounts of re-occuring savings that just increase your ROI even further. 

ams imaging digital mailroom

Another approach many organizations take is to utilize Virtual Mailroom Services which is a cost- effective, paperless alternative to the traditional in-house mailroom. AMS Imaging's service professionals use state-of-the-art equipment and software to automate processing to deliver mail directly to your automated business processes and straight to the end-user's desktops. Knowing what documents have been received by your organization and being able to track, audit, and report on their status has been revolutionary for many organizations. 

We offer a no-risk, complimentary mail study to help clients better quantify the potential benefits of our Virtual Mailroom Services. Contact us today to schedule a meeting with one of our Solutions Experts to assess your situation, review your requirements and work with you to find the best solution for your mailroom needs.

Tags: digital mailroom, Paperless Office, AMS Imaging

Mailroom Automation - From Concept to Reality!

Posted by Dan Termale on Wed, Jun 06, 2012 @ 01:48 PM

mailroom automationMost people have heard the sayings "Go Paperless" or "Go Green" by now, it has become a very popular idea with many companies. "Going paperless" sounds good to people, it shows that you are doing your part to protect the environment and are running an efficient business. But, for those who have taken the time to really understand what it means to go paperless will tell you that it has become an eye opening experience! It can sound like an overwhelming transition but in reality it can be a very smooth transition in many ways.

If you are looking to have a paperless office, then a great place to start is in your mailroom. With a continual increase in the amount of digital content coming into companies today, the Mailroom is often the sole source of incoming paper, and what better place to start to address a problem than at the beginning? There are a number of solutions to automate your mailroom. First you need to decide whether you want an in-house mailroom automation solution or if you want to out-source your mailroom operations to a service provider. Both offer huge ROI's in a short period of time. 

OPEX AS7200iA state of the art Mailroom Solution is offered by an industry leading company called OPEX. They provide solutions all around the world and process millions of transactions every day, including such business functions as:

  • Mailroom Automation
  • Remittance Processing
  • Accounts Receivable Processing
  • Accounts Payable Scanning
  • Production Document Imaging
  • Medical Chart Scanning

The best way for you to realize the power and capability of this machine is to watch this short product video that will demonstrate exactly what this solution can make your mailroom look like! 

To learn more, contact AMS Imaging to schedule a Mail Study and find out how much an OPEX AS7200i can save your organization!

Tags: digital mailroom, document scanning, Paperless Office