The communities acknowledge that they still receive these handwritten letters every week requesting the elected official for an appointment or a problem in the public space.

As administered, is it better now to avoid writing a letter and send it by post? We don’t think so, but we are convinced that local authorities must equip themselves to meet these important demands better!

We give here some advice to optimize the processing of “paper” requests:

Tips for Optimizing the Processing Of Paper Applications

The General Manager Must Pilot Digitization of Mail.

Mastering the mail is more strategic than you might think. Not surprisingly, the newly recruited CEOs are tackling this project as a priority. “It’s important to know what goes in and what goes out of the community.” Questioning an existing mail process makes it possible to understand the functioning of the community, its uses, its rules, and sometimes its inconsistencies.

5-10 Min to Scan?

The digitization task is essential but is of little interest to the employee. It is, therefore, important to find a solution that will optimize the minutes devoted to this daily activity.

Qualification Work

Once digitized, the mail will leave for processing in the services. It is, therefore, incumbent on us to qualify or break it down as precisely as possible in order to avoid misunderstandings or wasting time. 

Be Sure That:

• The contact of the applicant is well indicated: telephone number, e-mail ideally, and address for a future response by paper.
• The DGS instruction is clear.
• All services are in copy. Better too much than not enough!
• All attachments are present.

This information will allow the services to respond directly to the applicant. Save time for everyone!

The Paper Should No Longer Circulate After Scanning.

As a precaution, some communities keep a paper flow parallel to the digital flow. This double treatment risks creating confusion within the teams. Does receiving a copy of the mail mean that it has to be processed? Has it been forgotten in my digital signature book? We advise storing the paper at the head office following its digitization. Some local authorities allow the original mail to be stored within the service responsible for the response. We do not recommend it; as much to cut off any movement of paper.

However, when setting up your CRM/GED, a double flow can be kept for a few weeks so that the agents get used to the new organization. The agents are thus reassured.

Should Paper Mail Be Answered With A Paper Reply?

Very many directors demand that the parallelism of forms be respected. This practice seems essential to us because the citizen, who has taken the time to write and pay a stamp, is entitled to receive a response from the Mayor or elected official at home.

How many times have community agents heard this phrase, “I’m still waiting for my answer!” ?

The problem may already have been solved (problem of trees, roads, etc.); however, the citizen is awaiting proof that his problem has been considered.

It may seem paradoxical, but digitization does not yet prevent the printing of the answer.

Who Prints and Sends? 

Is it up to the department in charge of processing or to the general manager to print and send the reply letter?

While validating the response, the general manager will give its opinion. It has no interest in managing the end of the process as long as the formatting is standardized and uniform (is it today with you?), and it can find all the responses sent thanks to its tool.

The issuing department will therefore have to scan the paper response and integrate it into its tool.

Contact the Turn-Key Solutions (TKS) team for the best Document Management System. We are an IT Solutions Provider company that helps you establish a Paperless Office.

The post How To Scan And Massively Process Your “Paper” Mail? first appeared on TKS.

Even if using tailor-made and scalable equipment rental solutions such as what we offer them is already an excellent way to optimize your paper printing, it is possible to deepen this CSR approach by making your employees aware of more responsible practices. Not limited to double-sided printing and using draft mode for internal documents.

We give you valuable advice here to limit the impact of your printing on the environment and save money on electricity, paper, and toner!

Reduce Printer Energy Consumption.

Simple gestures can reduce the energy footprint of your printing fleet, such as unplugging printers at the end of the day. They continue to consume even turned off via the on/off button. The benefits will be felt on your electricity bill and the life of your equipment.

In case you haven’t yet switched to cold printing, grouping copy and print tasks together streamlines warm-up, which is known to be energy-intensive.

Switch to Cold Printing.

When talking about print optimization, we cannot ignore cold printing technologies. Independently of a measurable performance gain in terms of speed and quality on paper, cold printing provides a more eco-responsible response than conventional printing solutions because they consume less energy in use and manufacturing.

In addition, this system does not generate ozone emissions and works with fully recyclable cartridges.

Eco-Friendly Policies

Have you heard of Survir Mirchandani, this young American who, using specific software, found that using the Garamond font would reduce his college’s ink consumption by 24% compared to the font usually used, a gain of $21,000 a year? The world is moving towards the paperless office. Following the publication of his research in the scientific journal “Journal for Emerging Investigators,” his theory was simulated at the level of the federal state of Pennsylvania, and the savings were then estimated at 540 million dollars already in 2014! It is clear that choosing the right typography has an impact on your toner consumption.

To combine economy and read comfort, our partner Konica Minolta recommends the use of Arial in 10pt, Calibri in 11pt, Times New Roman in 11pt size, Century Gothic in 10pt, or Cambria in 11pt. Also, when printing a web page (and yes, the practice is still common), remember to remove superfluous data such as photos, page interface elements, or advertisements.

Focus On Print Management Software.

To go even further in an eco-responsible approach and help you control costs, you can opt for a PaperCut MF-type solution. This application integrates with your printing fleet regardless of the number of units that make it up. The jobs are intercepted by the print server to be processed according to the print policies that will have been configured.

In addition to reducing paper, toner, and electricity waste, the solution has a whole set of features, including those to preserve the security and confidentiality of printed documents! Its interface even offers a CO² and carbon emissions report. To find out more, contact the dedicated 3S2I team!

Finally, printing and copying should only be done when necessary. Also, think about the digital archiving of documents and paperless scan systems.

Visit the Turn-Key Solutions (TKS) website to get the best IT Services in Alabama. We are an IT Solutions Provider company that provides Secure Managed Services. Contact us for more information!

The post Print While Consuming Less Paper, Toner, And Electricity! first appeared on TKS.