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Underwritten by:
#AIIMYour Digital Transformation Begins with
Intelligent Information Management
Cut Paper Mail Off at the...
Underwritten by:
Today’s Speakers
Kevin Craine, MBA
Content Strategist, AIIM
Host of AIIM On Air Podcast
Helene Fox
Senior...
Underwritten by:
Kevin Craine, MBA
Content Specialist, AIIM
AIIM On Air Podcast Host
Introducing our Speaker
Underwritten by:
The New Norm Will Not Be Normal
COVID-19 has forced the
future of Digital
Transformation TODAY.
The “impo...
Underwritten by:
Underwritten by:
Rethinking The Way We Do Business
No one is sure of the long-
term impact on business.
What will the “new...
Underwritten by:
The Age of The Digital Mailroom
COVID-19 is forcing organizations to rethink incoming mail.
Continued acc...
Underwritten by:
Capturing Opportunity
Move beyond a “save, store, and protect” mindset.
Digital Transformation is about u...
Underwritten by:
Capturing Data at the Point of Entry
Digitizing incoming mail will
take an increasing critical
role.
The ...
Underwritten by:
Joining Our Discussion
Helene Fox
Senior Advisor, Global Technology
Iron Mountain
Anke Conzelmann
Directo...
COVID-19 is forcing organizations to rethink their daily
routines... including incoming mail. How should
organizations rea...
Underwritten by:
Your (Emergency Digital Mailroom) service enables
organizations to continue to access critical mail through
these changing...
Underwritten by:
Iron Mountain® Emergency Digital Mailroom Service
PHYSICAL DOCUMENTS
DIGITAL DOCUMENTS
REDIRECT MAIL
Cust...
What happens to the physical mail once it has been
scanned and entered into the system?
Underwritten by:
Your Information Lifecycle
What security and access controls does your solution
provide to ensure digitized mail is protected?
Underwritten by:
Physical & Digital Data Needs to Be Protected
What are some ways to leverage the multi-channel information
captured in a digital mailroom in downstream processes that w...
Underwritten by:
PAPER MAIL &
PAPER DOCUMENTS
IRONMOUNTAINDOCUMENT
LOGISTICS AND TRANSPORT
IRON MOUNTAIN
SCANNING
RECORDS ...
Do you believe that digital mail is the last roadblock
to a truly paperless office?
Underwritten by:
Complete Digital Transformation Hasn’t Happened Yet
What are some next steps for organizations looking to
move forward with a Digital Mailroom?
Underwritten by:
Next Steps
AI/ML based classification, extraction, and metadata enrichment
Ability to apply retention and...
What should organizations be thinking about and
strategizing for in order to be prepared for business
post-pandemic?
Underwritten by:
Support for workflows to
allow routing of documents
and approvals
Enable Remote
Workforces
Multichannel
I...
Underwritten by:
Kevin’s Recommendations
What are some best practices to consider? Move forward with these.
1.Focus on ide...
Underwritten by:
Take the Next Step
Turn to AIIM as a resource for
research and learning
Talk with the Supplier and
Servic...
Underwritten by:
Next Steps / Recommendations
Consider the future state
Think hybrid
©2020 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the
mountain are registered tradema...
Underwritten by:
#AIIMYour Digital Transformation Begins with
Intelligent Information ManagementYour Digital Transformatio...
[Webinar Slides] Cut Paper Mail Off at the Pass - How Digital Mailroom Services Transform Your Organization to the New Nor...
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[Webinar Slides] Cut Paper Mail Off at the Pass - How Digital Mailroom Services Transform Your Organization to the New Normal of Remote Working

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Learn how your remote workforce can maintain business continuity now and evolve in the future with a digital mailroom strategy.

Want to follow along with the webinar replay? Download it here for FREE: https://info.aiim.org/transform-with-digital-mailroom

Published in: Technology
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[Webinar Slides] Cut Paper Mail Off at the Pass - How Digital Mailroom Services Transform Your Organization to the New Normal of Remote Working

  1. 1. Underwritten by: #AIIMYour Digital Transformation Begins with Intelligent Information Management Cut Paper Mail Off at the Pass: How Digital Mailroom Services Transform Your Organization to the New Normal of Remote Working Presented May 13, 2020 Cut Paper Mail Off at the Pass: How Digital Mailroom Services Transform Your Organization to the New Normal of Remote Working An AIIM Webinar presented May 13, 2020
  2. 2. Underwritten by: Today’s Speakers Kevin Craine, MBA Content Strategist, AIIM Host of AIIM On Air Podcast Helene Fox Senior Advisor, Global Technology Iron Mountain Anke Conzelmann Director, Product Management Iron Mountain
  3. 3. Underwritten by: Kevin Craine, MBA Content Specialist, AIIM AIIM On Air Podcast Host Introducing our Speaker
  4. 4. Underwritten by: The New Norm Will Not Be Normal COVID-19 has forced the future of Digital Transformation TODAY. The “impossible” is now possible. Not only possible, but essential. Essential for today...and for a post-pandemic business world.
  5. 5. Underwritten by:
  6. 6. Underwritten by: Rethinking The Way We Do Business No one is sure of the long- term impact on business. What will the “new norm” look like? Business as usual will not be usual. Digital Transformation is necessary today to survive, and essential tomorrow in order to compete post-pandemic.
  7. 7. Underwritten by: The Age of The Digital Mailroom COVID-19 is forcing organizations to rethink incoming mail. Continued access to critical mail is essential. • The vast majority of firms (80.8%) still use paper checks to pay their suppliers. • Over 70% of invoices arrive via postal mail. • Over 40% are still delivered via fax machine. Digital Mailroom emerges as a powerful tool for transformation.
  8. 8. Underwritten by: Capturing Opportunity Move beyond a “save, store, and protect” mindset. Digital Transformation is about using information to improve organizational performance. AIIM research: 73% of organizations see the transformation as essential for their survival (pre-pandemic). Top 3 capture capabilities: • 48% = Extraction of data from forms with fixed structures • 43% = Barcode extraction from PDF and other digital documents • 37% = Free form extraction of data from unstructured documents Now is the time to take action.
  9. 9. Underwritten by: Capturing Data at the Point of Entry Digitizing incoming mail will take an increasing critical role. The sooner information becomes digital the sooner it can be used to drive workflow and performance. Must capture information at the right time or miss the opportunity. AIIM research: Getting the right information to the right person in context a problem for 75% of organizations. Top Three Most Important Goals for Digitization • Increased Efficiency and Productivity (56%) • Greater Problem Solving and Collaboration (45%) • Better Levels of Customer Service (38%)
  10. 10. Underwritten by: Joining Our Discussion Helene Fox Senior Advisor, Global Technology Iron Mountain Anke Conzelmann Director, Product Management Iron Mountain
  11. 11. COVID-19 is forcing organizations to rethink their daily routines... including incoming mail. How should organizations react today with respect to their mail?
  12. 12. Underwritten by:
  13. 13. Your (Emergency Digital Mailroom) service enables organizations to continue to access critical mail through these changing times. Can you describe how it works?
  14. 14. Underwritten by: Iron Mountain® Emergency Digital Mailroom Service PHYSICAL DOCUMENTS DIGITAL DOCUMENTS REDIRECT MAIL Customer Notifies Postal Services Of Mail Redirection RECEIVE AND OPEN MAIL Iron Mountain Will Receive And Open Your Inbound Mail From Postal Services At Our Secure Facilities IRON MOUNTAIN SCANNING CENTER DOCUMENT PREPARATION DOCUMENT SCANNING QUALITY ASSURANCE INDEXING INDEXING VERIFICATION INGEST SCANNED DOCUMENTS FULL TEXT OPTICAL CHARACTER RECOGNITION (OCR) PHYSICAL STORAGE Iron Mountain Packs Physical Mail Into Boxes To Be Stored In Secure Records Management Facility SECURE CLOUD STORAGE ACCESS THROUGH YOUR SSO ROBUST SEARCH ROLE-BASED ACCESS CONTROL
  15. 15. What happens to the physical mail once it has been scanned and entered into the system?
  16. 16. Underwritten by: Your Information Lifecycle
  17. 17. What security and access controls does your solution provide to ensure digitized mail is protected?
  18. 18. Underwritten by: Physical & Digital Data Needs to Be Protected
  19. 19. What are some ways to leverage the multi-channel information captured in a digital mailroom in downstream processes that will improve the performance of the organization?
  20. 20. Underwritten by: PAPER MAIL & PAPER DOCUMENTS IRONMOUNTAINDOCUMENT LOGISTICS AND TRANSPORT IRON MOUNTAIN SCANNING RECORDS MANAGEMENT STORAGE & SHORT TERM RETENTION SECURE SHREDDING CUSTOMER DISTRIBUTION AND RECEIPT DIGITAL DOCUMENTS STORAGE SHRED DOCUMENT UPLOAD EXTRACTED METADATADOWNLOAD ORIGINAL DOCUMENT DOWNLOAD • Content Repository • Classification • Entity Extraction • OCR • Splitting • Viewby PO Box # CLASSIFICATIONS • Claims • Invoice • Application • Onboarding Docs • Loan Docs • Change of Address • Customer Correspondence KEY ENTITIES • Sender Name • Return Address • Addressee • Receive Date UPLOAD RETURN ORIGINAL DOCUM ENTS • Viewvia Iron Mountain InSight® GUI • Download Original Content
  21. 21. Do you believe that digital mail is the last roadblock to a truly paperless office?
  22. 22. Underwritten by: Complete Digital Transformation Hasn’t Happened Yet
  23. 23. What are some next steps for organizations looking to move forward with a Digital Mailroom?
  24. 24. Underwritten by: Next Steps AI/ML based classification, extraction, and metadata enrichment Ability to apply retention and privacy/security policies
  25. 25. What should organizations be thinking about and strategizing for in order to be prepared for business post-pandemic?
  26. 26. Underwritten by: Support for workflows to allow routing of documents and approvals Enable Remote Workforces Multichannel Ingestion Simple UI to search and access across your assets AI/ML based classification, extraction and metadata enrichment Ability to apply retention and privacy/security policies Future State of Digital Mailroom
  27. 27. Underwritten by: Kevin’s Recommendations What are some best practices to consider? Move forward with these. 1.Focus on identifying and building upon the core capabilities workers need to get their work done. 2.Look to ingest information as soon as possible; at the first touchpoint. 3.Understand the practical tools knowledge workers currently use to integrate information assets into their process responsibilities. 4.Experiment with automation tools that go beyond traditional BPM and ECM capabilities. 5.Look to leverage digital mail to improve organizational performance... and not just ‘survive.’
  28. 28. Underwritten by: Take the Next Step Turn to AIIM as a resource for research and learning Talk with the Supplier and Services Providers Pick one thing we discussed today and bring that back into your organization to improve your information management processes and practices Intelligent Information Management begins with you
  29. 29. Underwritten by: Next Steps / Recommendations Consider the future state Think hybrid
  30. 30. ©2020 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks and registered trademarks are the property of their respective owners. IronMountain.com/DigitalMailroom 800.899.IRON RESOURCES
  31. 31. Underwritten by: #AIIMYour Digital Transformation Begins with Intelligent Information ManagementYour Digital Transformation begins with Intelligent Information Management

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