Press Release: 7 September 2011

Pitney Bowes Introduces OnBase Software: Seamless Management For Accounts Payable and More

Pitney Bowes, the global mailstream company long known for making businesses more productive, has introduced an innovative software solution designed to bring organisations one step closer to a paperless environment.

OnBase is a software solution which streamlines business processes, allowing for improved management of records and information by automating routine, time-consuming paper-based tasks.

Eliminate Paper, Not Information

With a focus on HR, Accounts Payable and Finance, OnBase eliminates the need for the cumbersome, manual processing of documents such as invoices, packing slips, forms and statements. It provides a digital solution for all everyday business processes, making shuffling papers from department to department, and searching for files a thing of the past. By automating processes in these areas, it optimises work flows and helps businesses to efficiently keep track of their records and information.

Says Michael Springer, Managing Director of Pitney Bowes South Africa: “Most organisations want to eliminate paper, but not information! Information is the lifeblood of any company, but not when it is misfiled or disorganised.”

He continues: “OnBase converts the physical filing cabinet to a ‘paperless’ online filing system. It saves time spent looking for missing or misfiled documents, it saves storage space and therefore reduces costs.”

The good news is that OnBase is a modular programme and can be easily integrated with existing systems. “By integrating with one’s existing HR or Accounts Payable systems, OnBase allows one to get the most out of the software already invested in,” says Jaap Nieboer, Software Manager at Pitney Bowes.

Why Automate?

“A lot of companies find themselves steeped in paperwork”, says Nieboer. “The problem with paper is that it gets lost, it is expensive to buy, store, ship and manage.”

“When documents, such as invoices, are captured electronically as soon as they reach the company, those costs are eliminated – and important information is then literally at one’s fingertips. OnBase not only eliminates paper, but it enables one to instantly track a document.”

This means companies no longer need to become bogged down with low-value tasks such as retrieving and re-filing documents. Because paper documents are captured on receipt, information is immediately available for processing.

“OnBase automates workload distribution, reviews and approvals”, says Nieboer. “This speeds up processes, and gives businesses instant access to a document, including who has seen it, and the status regarding approvals or decisions. Automating records management means no more bottlenecks that add time, cost and risk.”

Apart from operational efficiencies, savings in time and money and a smarter way of running a business, automating your HR, Accounts Payable and Finance functions ensures a healthy records and information management (RIM) programme.

Why is RIM so important?

The added benefit of automating vital, yet mundane everyday processes is that it ensures compliance with legislation. As experts when it comes to helping companies implement effective RIM programmes, Pitney Bowes understands that for many business owners, compliance can be a daunting area.

Says Springer: “Compliance regulations and audit requirements, both internal and external, are becoming increasingly complex and cumbersome – and an administrative headache for many companies. But keeping track of necessary documents has never been more crucial for the wellbeing of any competitive company.”

He continues: “RIM is necessary in order to make sound management decisions; it gives a company a comprehensive view of its information management across all functions and departments while ensuring operational efficiencies. It means storing documents in such a way that ensures compliance, minimises legal risks and provides complete peace of mind.”

A Holistic Solution

OnBase Software has been designed as a holistic solution to a company’s document needs. OnBase simultaneously speeds up and optimises business processes and ensures that a business can keep its finger on the pulse of vital information.

“Not only does OnBase reduce risk when it comes to human error, it saves time, and paper-related costs, while at the same time ensuring compliance. At the end of the day, OnBase means staff and businesses as a whole are more productive – it frees up people to do what they do better,” Springer concludes.

About Pitney Bowes

Pitney Bowes is a $5.6 billion global technology leader whose products, services and solutions deliver value within the mailstream and beyond. Founded in 1920, the company’s 33,000 employees deliver technology, service and innovation to more than two million customers worldwide. For more information about Pitney Bowes, its products, services and solutions, visit www.pb.com.

Editorial Contact:

Kendal Hunt PR Consultant and Writer Kendal Hunt Communications Kendal@kendalhunt.co.za 011-704-5649