Taking out the paper waste

 Taking out the paper waste. Logistics and Materials Handling, September 2011 (PDF)

Managing documents and paper usage are often overlooked by businesses.  But implementing the right technologies in these areas can help boost supply chain efficiency.  By Peter Burr, executive general manager of marketing at Upstream Print Solutions.  

Many major supply chain service providers have implemented intricate systems and software into their processes to improve the efficiency and effectiveness of supply chain operations.  However, some companies fail to consider the smaller aspects of their business, such as document management, that could greatly improve efficiency.  At first glance this may seem like a mundane and insignificant aspect of the business, but it can be crucial in terms of increasing efficiency and business outcomes.  

Transport and logistics companies produce and handle an abundance of printed volumes ranging from invoices, proof of delivery slips, consignment notes, order forms and delivery notes, to name a few.  All of these are essential to the efficiency of supply chain operations, however most organisations do not utilise them in a smart manner.  Focusing on paper usage and improve supply chain processes and operations.   

Electronic forms eliminate pre-printed forms and documents by storing templates and imagery at the printer.  This helps to automate time intensive processes connected to printing labels, delivery dockets, pay slips and any other forms relevant to organisations.  

Optical character recognition and barcode technology can be used to instantly archive and retrieve all documents.  Storing documents enables immediate access to archived documents and information.  Companies can archive and retrieve all previously printed documents, electronically.   Date can be stored locally or offsite and integrated with existing IT backup processes.  

However, the most important factor of all is customisation.  This enables the seamless interaction of the entire solution with a company’s Enterprise Resource Planning (ERP) system.  For example, once a proof of delivery slip is scanned into the system with its barcode number, the ERP system automatically recognises it and closes off the invoice.  This system ensures that the bridge between process efficiencies delivered by software systems and the need for paper based tracking is narrowed to its optimal level.  

Research by Upstream Print Solutions has revealed that companies of all sizes that make small tweaks, such as improving their printing operations and streamlining printer fleets, have achieved an average cost saving of 30 per cent.  The data also reveals that companies can reduce the number of printing devices by on average 32 per cent, as well as reducing running costs, the burden on It and purchasing administration.  

At the end of the day, no company wants to be weighed down by extra costs but basic things to help are often overlooked.