total document management

total document management

total

document

management

Our customers are demanding document management solutions that increase their agility without compromising the confidentiality of their information. To meet these needs, Mitie has established Total Document Management, with the ethos of providing a complete solution - from document creation through to destruction and everything in between…

By continuously investing in our staff and new technologies, and by working with carefully selected suppliers and service providers we provide a “total” solution leaving our clients to focus on their core activities.

James Gilding Managing Director, TDM

foreword

web portal

scanning

procure

create

web-to-print

store

distribute

destroy

managed print

total

document

management

doc

uments

_da

ta

_dig

ita

l

Our total document management offering means just that; whatever service you need in the creation to destruction of a document, we can deliver it. It’s our breadth and integration of services that sets us apart as the only supplier to be able to partner with you throughout the entire document lifecycle.

As you’d expect from a Mitie business, our people are highly trained experts in their fields and sectors, and passionate about service. Our proven model of managed on-site print, mail and procurement services combined with our flexible off-site digital print, reprographics, scanning, digital and hybrid mail means that the solution we deliver is based on our clients’ needs giving you the best people in the most efficient and cost effective way. However you need us to manage your documents and digital information, we will.

total document management

You’ll benefit from our extensive industry knowledge as our experts share their expertise to make sure that the services we deliver enhances every aspect of your business communications.

We have been managing business services for over 15 years, but we don’t look back. Our approach is to look forward and find ways to bring innovation and best practice to everything we deliver. This comes in the form of technology and lean processes, and our vendor independence means that the equipment we select is the best for your needs.

We deliver a total solution - from document creation through to destruction and everything in between…

We provide a great customer service experience – underpinned by our customer service programme and our simple but positive culture of service excellence. We are innovative in all that we do – how we develop a service offering to a client through to our day-to-day actions has innovation at its heart.

Our commitment to our people is to promote a positive culture of growth. We expect great things – we have a great forward thinking business culture which enables our people to work safely and thrive within it. Customers will be invigorated when working with us. We attract and retain the best people from our industry on behalf of our customers and deliver in an agile working culture.

the pillars of our

service offering

We are fortunate to have a dynamic and proactive executive team that possess in-depth experiences gained through a range of document management services within leading firms across a variety of industries.

Total document management is led by a respected and vibrant executive team who support our front line employees that have joined total document management to help us inspire a change within the document management sector, enabling us to excel in the service we deliver.

A strong senior manager, Pat possess excellent leadership skills with a proven track record of driving change and service improvements in complex multi-site and multi-service environments. Pat has vast experience of matrix environments, managing multiple stakeholders in corporate, financial and professional service companies. With strong commercial acumen, Pat’s main strength is building and maintaining strong relationships with these stakeholders to successfully manage multi-service operations, circa £15m whilst managing large teams of up to 450. Pat has an organised, systematic and structured approach to problem solving, successfully delivering with the ability to not only focus on strategic key performance indicators but recognise business boundaries and ethics.

Pat Fox

Operations Director

Key responsibilities

include:

Strategic and operational ownership of the London portfolio

Lead and structured large scale change management initiatives (system, cultural and procedural) Scope and project lead the Implementation of the corporate disaster recovery plan

Key responsibilities

include:

Delivery of on-site services within national accounts Repographics Document production MFD fleet management

Mike Ferris

Mike possesses excellent leadership capabilities, has vast experience of matrix environments and managing multiple stakeholders in corporate, financial and professional service companies.

As one of our Operations Directors, Mike is responsible for the continuous enhancement of our service delivery to clients outside of London. Mike is responsible for driving innovation within total document management, ensuring that as a business we proactively introduce service enhancements adding value for our clients.

As a founder member of Total Document Management (formerly Mitie Business Services) Lois has carried out a wide variety of roles including Head of HR for several years. During this time Lois was responsible for the day to day HR management, numerous complex TUPE transfers, tribunal work, training and development and payroll.

Since 2006 Lois has been providing operational support on major national accounts, becoming Account Director in 2014, managing 170 staff across 20 of our client’s offices. Within the account Lois ensures the delivery of onsite reprographics, graphic design, document production, mail and distribution, couriers, stationery, records management and MFD fleet management.

Lois Collins

Account Director

Key responsibilities

include:

Developing relationships with clients to enhance a strategic approach to implement meaningful service improvement

Development of service offerings that deliver cost savings

Highlighting industry innovation and implementing change to deliver continuous improvement

Ensuring that all sites meet all health and safety standards

Meeting and exceeding Investors in People standards

Richard Bartkow

Head of Supply Chain

Richard is an accomplished procurement professional with extensive experience having worked in a number of industry sectors including aviation, financial services and currently strategic outsourcing at Mitie. A fully qualified procurement professional (MCIPS member since 2010), Richard has strong commercial and entrepreneurial acumen, with a track record of delivering value and improving processes through establishing sustainable supply chains.

Richard has been influential in establishing the supply chain strategy for TDM, and with a key interest in corporate social responsibility this has included the diversification of the supply chain through actively promoting further engagement with social enterprises and SMEs. Richard builds strong working relationships with both suppliers and clients and is very analytical with an organised, systematic and structured approach to problem-solving and successful delivery.

Key responsibilities

include:

Ensuring the successful delivery of supply chain services within total document management

Supplier relationship management Social enterprise relationship development

Mitie total document management 5 Limeharbour, London E14 9RH T: +44 (0) 20 7205 0444

E: [email protected]

“Challenging

the norms of document

management to

inspire

change within

your business and enable you to

excel

.

”

total document management

on-site

introduction

Mitie’s on-site document management services enable your employees to focus your primary objectives, whether you require on-site print and finishing, fleet management, mailroom management, or archiving and document destruction solutions, Mitie delivers.

Maintaining a vendor independent approach enables us to design and install solutions specific to your requirements that will also decrease your spend on print and sundry services; help you to reclaim valuable floor space and increase the flexibility of your employees.

On-site print

Document archiving and destruction

Distribution and couriers Porterage

24/7

Repographics

Digital print

Workflow management

Wide format

DVD production

Web-to-print

Binding

Spiral bind

Thermal bind

Finishing

Saddle stitch

Stationery

Business cards

Bids

Case files

Professional

Secure

Direct despatch

Express service

Cost effective

Through on-site print rooms, Mitie prints and finishes your documents to the highest possible standards. Our vendor independence enables us to select, install and operate the most cost effective and energy efficient solutions according to your requirements.

By retaining an on-site dedicated reprographics team our clients receive a rapid response service that delivers professionally printed and finished documents and collateral.

on-site print

services

Our experience in managed print services enables us to rationalise your printing ecosystem, increase the security of your documents and decrease your overall spend.

Whether you are looking for like-for-like replacements or a complete audit and

management of your printing fleet, our vendor independent approach allows us to offer the most effective solution according to your requirements. Through the implementation of on screen printer management solutions we ensure documents are stored and held securely ready for printing. Submitted print jobs can be released and collected the next time you visit any printer within your network. Quick and easy to use, the implementation of on screen printer management solutions helps to increase the security of your documents, reduce the amount of accidental duplicate printing and enable the apportion of print costs according to cost centres.

decrease

the energy

consumption of

your printer fleet

by 26% or 4.5

tonnes of Co2

18 24/7

on-site document

production and print

on demand centres

centralised specialist

off-site document

production centre

Using digital, lithographic, and wide format printing and finishing services, we produce and finish your marketing collateral, whatever your requirement.

Irrespective of the type, size and scale of your needs, our specialist print operatives ensure your materials are reproduced and finished to the highest possible standards, helping to maximise the value your brand.

specialist

printing

Lithographic print

Wide format printing

Large volume

Canvas prints

Matte lamination

Building wraps

Foil blocking

Spot UV

UV Varnish

Signage

Perfect bind

Bespoke sizes

Silks

Using digihubdirect.co.uk our in-house web-to-print portal, you can store and centralise the ordering of stock items such as business cards, letterheads and compliment slips, saving time and ensuring brand consistency. Low volume or one off items such as bid documents and bespoke marketing materials can be uploaded to digihubdirect.co.uk where you can tailor the job according to your specifications; choosing the desired paper stocks, colours and post production finishes such as spot UV, foil blocking or matte lamination.

Once printed, finished and quality controlled, your documents are couriered to you, creating a convenient and more appealing cost-per-copy alternative to owning or leasing your own machines.

web-to-print

Digihub

the catalogue, personalise and submit requests for printing and confirm delivery requirements Courier Client Digihub Once printed orders are delivered by courier Orders are submitted for financial approval Onward delivery direct to client site

The service desk team is a group of experts that provide a one stop shop for all of our services. They provide advice on the on-site services we deliver such as the most suitable printing method, how to order bespoke stationery, or the best distribution method.

The team also provides you with a front desk service for stationery, couriers, mail, print and records management, thereby controlling access to the mail and print rooms to ensure the integrity of your documents.

service desk

Secure

Managed

Express service

Off-site

Consolidate

Destroy

Secure shredding

Off-site data protection

records management

Certified

Indexing

Reclaim office space

24/7

total document management

Taking responsibility for your incoming and outgoing mail, we improve your document security to ensure the secure storage of your mail until it has reached its intended recipient.

Our specialist services include rapid response delivery, floor managers and international courier desks to ensure that your mailroom supports your primary business activities. Through the implementation of TrackIT - Mitie’s internal mail tracking solution - you can be sure that all incoming couriered and special delivery items have complete traceability and can be accounted for until they reach the intended recipient.

mailroom

courier desk

express service

rapid response

floor managers

trackIT

60 minute

delivery

schedules ensure

the prompt and

secure delivery

of your incoming

following an

audit of a client’s

archive, we

reduced their

storage volume by

13%.

Your on-site archive provides easy access to active documents and case files without compromising their security.

Through the implementation of access controls and TrackIT we provide you with a chain of ownership for your documents. We design on-site archives to maximise their resilience against disasters such as fires and flooding. Locked drop boxes located throughout your office space enable files to be stored securely before they’re collected and returned to the on-site archive.

Regulations that surround document archiving are forcing organisations to retain more files and spend more than ever on secure storage. What’s more, the same regulatory requirements prevent you from taking a one size fits all approach to document destruction.

Our archiving specialists implement lean management approaches to suit your needs, reducing your cost of storage and ensuring you satisfy your regulatory requirements.

Through their comprehensive understanding of document archiving and destruction regulations, our archiving specialists advise which documents need to be retained and which can be legally destroyed. Working with you our team identifies and retains any documents that may still be required and will arrange the secure destruction of the remaining files. Upon completion you will be provided with a certificate of destruction for your records.

document archiving

and destruction

On-site archive delivers to the requester Archives advises of document location and confirms request if necessary User emails archiving to request a file Off-site Archive Destruction

When required the on-site archive requests for the document to be transferred to the site

Off-site archive delivery to off-site archiver On-site Archive Off-site On-site In line with regulatory requirements your documents are securely destroyed

courier

spend

reduced

Through strategic relationships with leading courier companies we ensure your time critical documents reach their intended destination quickly, using the most cost effective service. Tracking technologies allow you to track your package; giving you confidence that it has reached its intended recipient. In addition, our courier service specialists take responsibility for the despatch of your documents, ensuring that they adhere to any customs or regulatory controls at their destination. By taking responsibility for your incoming and outgoing mail we improve your document security to ensure the safe storage of your mail until it has reached its intended recipient.

Our specialist services include rapid response delivery, floor managers and international courier desks to ensure that your mailroom supports your primary business activities. Through the implementation of TrackIT - Mitie’s internal mail tracking

solution - you can be sure that all incoming couriered and special delivery items have complete traceability and can be accounted for until they reach the

intended recipient.

distribution

and couriers

Making the best use of your business space often means relocating equipment and teams, either in your existing building or to different sites.

Whether it’s a one off requirement, items that need to be moved on an adhoc basis or work to support a major event or conference, we will manage the move for you including your furniture, equipment and IT infrastructure. You will always be assured that our porterage services are carried out by our accredited team

to rigorous health and safety standards.

eBibles consolidate documents relating to specific projects, caseloads or issues into intelligent and readily-accessible ‘e-bibles’. Often referred to as transaction bibles the digitisation of your archives not only minimises the storage space required, but increases your working efficiencies by enabling you to quickly filter and search for the document you need.

eBibles reduce the need to print and transport physical documents, saving you time and office space, whilst reducing your costs by up to 20%. Using our professional CD and DVD production facility, we can quickly and easily build bespoke eBibles for your brand.

eBibles

eBibles provide

an effective

and convenient

method of

consolidating

case files

CD/DVD

USB

Portable

Hard drive

Mitie total document management 5 Limeharbour, London E14 9RH T: +44 (0) 20 7205 0444

E: [email protected]

Design: creative, total document management Print: total document management

“Challenging

the norms of document

management to

inspire

change within your

business and enable you to

excel

.

”

total document management

the off-site document

management centre

Operating to ISO27001, Digihub is our fully secure, access controlled, total document management one-stop-shop. Equipped with the latest print, finishing, scanning and archiving solutions, Digihub enables you to reclaim valuable office space.

For clients retaining a number of services on-site (such as mailroom and onsite printing) Digihub provides an effective and readily available overflow facility, increasing your resilience, business

continuity and/or disaster recovery.

digihub

Document scanning

Printing and finishing

Off-site print services

ISO270001

Hybrid mail

Archiving

Digital production

Digital mail

Disaster recovery

Business continuity

Invoice processing and

validation

OCR secure storage

Thermal binding

Spiral bind

Off-site web-to-print

Digital store front

Using digihubdirect.co.uk our in-house web-to-print portal, you can store and centralise the ordering of stock items such as business cards, letterheads and compliment slips, saving time and ensuring brand consistency. Low volume or one off items such as bid documents and bespoke marketing materials can be uploaded to digihubdirect.co.uk where you can tailor the job according to your specifications; choosing the desired paper stocks, colours and post production finishes such as spot UV, foil blocking or matte lamination.

Once printed, finished and quality controlled, your documents are couriered to you, creating a convenient and more appealing cost-per-copy alternative to owning or leasing your own machines.

web-to-print

Digihub

the catalogue, personalise and submit requests for printing and confirm delivery requirements Courier Client Once printed orders are delivered by courier

Onward delivery direct to client site Accounts Digihub Orders are submitted for financial approval

Collect Email Mobile Fax Scanner File Classify High priority Low priority Date Signature Sender address Reciever address Content Client no Extract Verification Validate

all content Extracted data

Off-site digital mailrooms ensure your physical mail reaches its intended recipient in the shortest time possible, irrespective of their location. Our digital mailrooms collect, classify, prioritise and validate your incoming mail items before ensuring their prompt digital delivery. Your original

documents can then be stored, destroyed or forwarded on according to your requirements.

By digitising your incoming mail you increase the mobility of your workforce, whilst increasing your business resilience and security. All items are security checked upon arrival to ensure their integrity; that they don’t pose a risk; and are free from hazardous materials.

digital

mailroom

?

!

Our hybrid mailroom provides you with a more cost effective postal solution than traditional mail services, such as on-site franking.

Through Digihub Direct your employees submit items for posting, Mitie allocates, prints, folds, collates, envelopes and licenses your mail before despatching it to the local sorting office for delivery across the final mile. Unlike other hybrid mail solutions our offering includes international downstream licencing, to provide you with a single solution for all of your outgoing postage.

hybrid

Printed Folded Labelled Sealed Licensed Digihub Mail items transferred to Digihub Mail

Printed items are couriered to the sorting office Onward delivery across the final mile Couriered Sorting office

“Highly secure and

available when

needed, our off-site

mailroom facilities

increase your

businesses resilience

in the event of an

incident.”

Whether we help you shape your own business continuity strategies for distribution services or you use our business service experts, we always ensure it’s business as usual if your premises become inaccessible.

Our mailroom business continuity specialists work with our courier and mailing partners to either redirect incoming mail or hold onto it on a contingency interim basis. Our off-site mailing facilities ensure there is little or no impact to your business. It’s at times like this that digital mailrooms become invaluable; we collect your mail from the sorting office and take it directly to Digihub where items are individually scanned and emailed on to ensure you receive your mail without unnecessary delay.

mailroom disaster

recovery

Our high speed document scanning service digitises your printed records to increase their security whilst maximising their mobility. As we capture each record at 300dpi and in a range of formats, our clients have confidence in the quality of work that we provide.

Prior to the digitisation of each batch, scanning and sorting criteria is established, automating and accelerating the separation of documents according to your criteria.

document

scanning

seamless

integration

with your

existing

business

applications

Our invoice processing service helps you to create user-defined workflows that accurately capture, validate and match all of your incoming invoices.

As part of our end-to-end service, we manage everything – from the preparation of hard copy invoices and processing of email attachments, through to approvals and image storage, providing you with a smooth and effective transaction.

invoice

Mitie total document management 5 Limeharbour, London E14 9RH T: +44 (0) 20 7205 0444

E: [email protected]

Design: creative, total document management Print: total document management

“Challenging

the norms of document

management to

inspire

change within your

business and enable you to

excel

.

”

total document management

support

services

introduction

Mitie’s in-house team designs, develops and implements a variety of technical solutions that are fundamental in enabling us to deliver our total document management solution.

Our solutions such as OrderIT, TrackIT, Digihub online and Digihub Direct connect our on-site and off-site solutions, providing you complete visibility and confidence in the service you receive.

total document management

Mitie uses its scale and purchasing power to provide you with the most cost effective procurement solutions. Whether you are looking to reduce your courier spend, drive down the cost of your stationery and sundry items or implement a sustainable sourcing solution, provide you with the best possible solution according to your requirements. “OrderIT”, our web-based ordering and e-commerce tool makes dealing with suppliers simple - allowing you to order all of your goods in one place.

Suppliers receive electronic orders with purchase orders being automatically reconciled upon delivery. Audit-able down to departmental levels, your assets are not tied up in stationery you don’t need.

over £3m of

stationery items

purchased through

OrderIT each year!

multi-vendor

capability

2.5m items

tracked each year

multi-vendor

capability

improved security

awareness of

packages entering

your business

total document management

TrackIT is our easy to use mailroom technology that utilises electronic barcode technologies to ensure all documents that are entering or leaving a building arrive securely at their intended destination.

The internal mail tracking software uses an intelligent, automatically-updated database of employee and departmental information to record sender or recipient details. Items are logged and barcode labels are generated showing the recipient’s name, location, time of delivery and any other customised details, before the delivery is made. Items are tracked, using a scanner enabled handheld device. TrackIT can also be used to audit messenger drops at mail points, enhancing the efficiency and effectiveness of your resources.

total document management

Digihub online, our secure management tool, is designed to help you communicate quickly and easily with your management and administration teams. You’ll have live access to the information that you require enabling you to assess our performance against agreed KPIs.

In addition Digihub online streamlines your working processes and resource management. Annual leave requests are made and approved via Digihub online to provide you with clear visibility to your resource requirements and availability in real-time.

total document management

Digihub Direct is our web based portal that links clients to our off-site print and document management centre.

Through an intuitive interface, users personalise and order fast moving items such as business cards, headed paper and compliment slips. By centralising their printing within Digihub, our clients reduce their printing costs whilst improving the quality and consistency of their branded materials.

When printing more prestigious or bespoke items such as bid documents or corporate reports, users can upload documents before adding finishes to specific pages. Digihub Direct provides virtual proofs before printing to give users confidence that their documents will make a lasting first impression.

accessible

via any

internet

enabled

Mitie total document management 5 Limeharbour, London E14 9RH T: +44 (0) 20 7205 0444

E: [email protected]

Design: creative, total document management Print: total document management

“Challenging

the norms of document

management to

inspire

change within your

business and enable you to

excel

.

”