Shipping & Mailing Management & Tracking Take control of inbound packages Track, monitor and deliver with confidence Say goodbye to lost or misplaced Information is everything. Every carrier knows What happens next? packages. that. They barcode, scan and track Having a package recognised as “received” at your location is only half the battle. Getting it every parcel at to its final destination and the proper recipient every step, sending in a timely fashion is the ultimate goal. Paper emails and updates logs and manual processes simply can’t keep that keep recipients up. But now you can automate every step. informed. That is, Access the information you need to maintain control. See real-time status. Manage workflow. until it reaches your Report where it is in the delivery chain. And mailroom. put an end to lost and misplaced packages. Say hello to inbound parcel tracking. Pick up where carriers leave off: • Provide accurate status • Ensure chain of custody • Increase satisfaction • Avoid time-wasting searches • Helps reduce misplaced items 2 In organisations that receive over 100 packages a day, many items fail to reach Expectations recipients on a timely basis. The major carriers A recent study found that 2.5 percent of run high. do a good job of incoming packages are misplaced or delayed every day, a number that increases to 3 tracking status, percent in multi-site organisations. so end recipients often know when a This creates anxiety, threatens deadlines and package has reached puts customer goodwill at risk. If you log and your facility. When track items manually, you run a higher risk of lost, stolen or misplaced items. it’s not delivered on time, frustration In addition to the added expense of phone levels rise. calls and manual searches, there’s a high cost associated with replacing lost items. At hospitals, for example, the situation can be critical. Roughly 15% of all radiology X-ray film is lost or misplaced each year. With diagnosis time short, films must be redone, adding time and cost all around. Lost-parcel impact “ The hospital staff expected me to track internal package deliveries 100 parcels 650 just like FedEx.” 250 parcels 1,625 — Director, Materials Management, 500 parcels 3,250 major children’s hospital 1,000 parcels 6,500 The more parcels you receive each day, the more lost, misplaced or stolen parcels you’ll experience each year 3 Automate your inbound tracking to eliminate It’s time to the headaches, hassles and surprises. With today’s tools Inbound parcel tracking picks up where your and technologies, carriers leave off: take control. you can easily ensure • Send email and text notification of package delivery that every package • Automate your receiving area makes it to its final • Inquire into missing package requests destination. Log, • Create daily internal delivery logs track and manage and manifests inbound packages at • Get urgent package alerts every step, and gain • Re-route packages and assign real-time visibility alternate recipients into status. Whether your facilities include one large site, multiple sites, or multiple buildings at one location, today’s technologies make it easy to satisfy everyone. • Exceptional flexibility and precision • Database security driven technology • Advanced reporting for increased Organisations expect timely delivery of internal mail. accountability • Sophisticated notification with self-serve 25% status updates Within 2 hours 52% Within 4 hours 4 Account for Consider how inbound parcel tracking can benefit your organisation. every parcel, Increase productivity: Maintain integrity and security: • Eliminate errors from illegible • Ensure proof of delivery handwriting • Document chain of custody every time. • Reduce time spent responding to • Photograph suspicious items and status inquiry calls confirm with addressee prior • Automate communications to delivery • Track both mail pouches (bags) and the • Make more informed decisions individual content of each container about delivery status Provide accurate information: Facilitate damage claims: • Look up precise package status • Photograph damaged item • Demonstrate progress against service • Share visual evidence with level agreements. sender/carrier via email • Prepare budgets with precision • Improve damage claim turnaround • Conduct accurate annual performance reviews Increase Decrease Improve Efficiency Status inquiries Accountability Productivity Time searching Mail security Processing speed Labour costs Compliance Satisfaction Error rates Chain of custody 5 Automate 01. Check in 02. Manifest 03. Deliver • External carrier delivers • Transfer outstanding • Define delivery routes parcel to your mail deliveries onto based on established package status distribution centre handheld portable routing rules data collectors • Scan items directly into • Designate deliveries the system for proof of • Create paper or automatically by mail at every stage. date and time each item electronic delivery stop or by department was received manifest automatically • Record status of • Capture images of items delivery to defined mail From the time a parcel arrives at your premises for future reference stops or end users: to the time it’s delivered, inbound parcel tracking – Successful helps you get the job done fast and with minimum – Attempted – Refused errors. A simple process helps ensure your – Picked up at mailroom business delivers mail at optimum efficiency. • Send email alert to inform a recipient that their mail is en route Today’s robust review and reporting functions give you instant access to valuable information. • Transfer data automatically from • Create reports to meet requirements handheld portable data collectors onto of Service Level Agreements base system – Receiving and delivery logs • Field status enquiries via web – Detailed damage reports • Demonstrate cost reduction and – Route activity analysis improved accuracy of delivery – Productivity reports 6 Improve performance in so many ways. Industry Business challenge Benefits Insurance Must step up to tough regulatory • Support compliance process “ In a time sensitive requirements. Often operate decentralised and • Reduce costs industry like widely dispersed organisations, with some sites • Boost productivity receiving over 1000 letters, overnights and ours where parcels each day. communications need to be acted Financial Services Face pressure from regulatory requirements, • Speed processing on swiftly, a system including Sarbanes Oxley and Dodd-Frank. A lost • Reduce errors document can bring business to a halt, resulting • Maintain an audit trail and like this is extremely in lost productivity, dissatisfied customers and, support compliance process perhaps, regulatory penalties. valuable and • Verify that mail reaches the ultimately means proper recipient we can provide a Healthcare Manage complex systems, with little to no room • Gain real-time visibility on parcel status better service to for error. Often run 24/7 with staff constantly on • Increase control our customers.” the move. If medical supplies, urgent reports or • Reduce risks, losses, and costs important mail go astray it can be life threatening. • Maintain privacy and confidentiality – Facilities Manager, AIG • Document chain of custody 7 Industry Business challenge Benefits Legal Timeliness and accuracy are vital. Affidavits, • Document and maintain chain of custody depositions and court filings must be on • Improve speed time. Critical paper documents must get • Verify proper recipient to the right person. The chain of custody must be documented. Lost, misplaced, delayed or leaded communications can result in costly court delays, dissatisfied “We’ve eliminated clients, and lost productivity. lost, missing, stolen Higher education Under pressure to manage expenses while • Gain real-time visibility to parcel status and undeliverable delivering the high quality experience needed • Respond quickly to inquiries packages — saving to compete for students and faculty. Manage • Expedite delivery frequent schedule changes, transient student • Improve satisfaction among faculty, staff large sums of population and evolving faculty schedules. and students money that used Textbooks, care packages and online shopping put increased pressure on mailroom staff. • Communicate with recipients automatically to be charged to the Materials Corporate campus With people spread out across multiple • Speed processing buildings, the need for automated tracking Management Budget.” • Reduce errors intensifies. Many organisations receive more • Streamline delivery than 1,000 mail items each day; some handle – Brian Fischer, Materials Manager, • Gain operational efficiency over 10,000 pieces. Providence Yakima Medical Center • Meet SLAs • Increase client satisfaction Retail Time-sensitive product samples, vendor • Gain real-time visibility of parcel status deliveries, and promotional materials arrive • Provide quick, accurate responses to inquiries every day. Samples that are lost or delayed • Reduce staff time spent looking for lost items can bring a sales display or photo shoot to a • Resolve delivery errors, ensuring correct items halt, delaying product launches and resulting are received, on time, and billed accurately in unplanned expenses and lost revenue. Retailers need to hold vendors accountable for on-time delivery and accurate charges 8 Put an end to the lost-package panic. Say hello to SendSuiteTM Tracking. Pitney Bowes offers an end-to-end solution that provides instant command and control over your