OCS  centralises document management with KAS Mailmaster Compact enveloper

OCS Document Management, specialists in innovative document management solutions and support services, have installed a KAS Mailmaster Compact C4 enveloper as part of a new project to consolidate their own internal document processing and fulfillment requirements in one central location. In total the company envelopes 1.4 million documents a year.

“We recently installed a SAP system and realised the benefits that centralised document management would  bring in providing us with up-to-date management information on our business performance,” said Alan Hall, Document Management Consultant.  “One of the areas we plan to centralise is the processing and distribution of invoices, statements, remittance advices, which are currently being undertaken at individual sites. In many cases, staff are manually folding documents and putting them in envelopes, which is inefficient and time consuming.”

 “We specified a mailing machine that would give us the capacity not only to handle our own mailing requirements but to allow us to add value to the project by offering the service to our clients. The KAS Mailmaster gives us the performance, capacity, versatility and durability of a large mailing machine with a relatively small footprint. The speed of the machine is important because we have to guarantee the delivery of jobs,” he pointed out.

“Another advantage is the proximity of KAS Paper Systems’ factory in Dunstable to our site in Waltham Abbey. This equipment is key to our document fulfillment and as such, we need to have an excellent working relationship with the supplier. To date we have been very pleased with the service that KAS has provided. For example, when we had a query the other day they responded within forty minutes.

The new Mailmaster Compact C4 was supplied with a sheet feeder with OMR reading, accumlator and folding along with three insert feeders, one of which has folding facility. Features include a quick changeover between jobs, touch screen control, folding facility and feeders that will handle from a single sheet to a 7mm thick book.  It envelopes at speeds up to 5,000 per hour, inserting up to 12mm into a C4 sized envelope, with a duty cycle of over 500,000 per month. 

OCS’s first project is to centralise the distribution of payslips for its 60,000 employees. Until now, some of the companies within the group post their payslips while other hands them out.  “The distribution arrangements have bee built up over the years and have become quite complex. The Mailmaster  will give us the opportunity to insert newsletters and other corporate communications with the pay slips at no extra cost and with the certainty that the envelope will be opened,” Alan commented.  “The OMR reader, which matches the documents will provide the extra security when we are mailing confidential documents that no mistakes are made. It’s very versatile because we can also select to send different inserts to different employees.”

OCS is confident that once the projects are up and running, the machine will pay for itself in about eighteen months. “We are growing very rapidly and have enjoyed a 50% increase in turnover this year,” said Alan. “The Mailmaster will enable us to bring all these projects and others on stream and compete for outside fulfillment work.”