Page 475 - Handbook of Modern Telecommunications

4-6 CRC Handbook of Modern Telecommunications, Second Edition

Create: Distribute: Archive:
- In-house - Push - Design
- Outsources - Pull - Translate
- Receive - Index
(supplier/customer) - Export
- Retrieve

Manage:

- Retension
- Delete
- Workflow
- Compliance
- Outsource

FIGu RE 4.1.2 Management of documents life cycle.

File-based processing asserts control over inserting equipment through reading of a barcode that
accesses a data file. Since the file contains more information than any number of barcodes on a document,
file-based processing gives better control over the insertion process. Since the barcode is only used to point
to a data file, the page itself is generally cleaner, leading to a more precise reading, which drives greater
integrity. Since there are fewer mistakes, companies experience new levels of productivity. Since file-based
systems are driven by data records, typically one per envelope or document, it is a more cost-effective
method of document distribution. In fact, operations that have recently introduced file-based processing
systems have found that they can swap out two older devices for a single file-based system. File-based pro-
cessing provides numerous other benefits, such as an ability to create an electronic document file that can
be used to send documents in a digital format or the ability to implement systems that track documents as
they move through the life cycle. The next logical step is an interface with a track-and-trace solution that
extends tracking throughout the entire mail stream using, for instance, postal service databases.

4.1.2.2 Distribute
Intelligent mail may reenergize the mail channel as its power is exploited by businesses that relay on
the mail. With piece-level visibility into the mail stream, companies can more proactively manage cash
flow, mitigate risk factors from fraud, prevent unnecessary dunning notices, and make each customer
interaction both more rewarding and more relevant to the recipient. Intelligent mail can empower a
print/mail executive to proactively create customer and shareholder value and be a positive influence on
the revenue-generating activity of his/her organization.
The tracking of return reply envelopes can be used to proactively help colleagues in treasury, accounts
receivable, and payment processing by allowing the financial experts to more intelligently forecast incom-
ing dollar volumes based upon the latest status reports on mail in transit. Integrating output also allows
call center agents to see a caller’s statement as it was rendered, which results in decreasing call duration,
higher first call resolution, and a significant increase in effectiveness as a dedicated sales channel.

4.1.2.3 Archive
Once the document is safely in-house, it should be archived in a manner that allows the marketing team
to convert data into information, which can then be published within the enterprise for more efficient
decision making. For example, aggregating data on when and how quickly a certain customer tends to