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Benefits

As a result of installing this system, one or two mail center staff can handle the entire weekly volume of approximately 30,000 pieces of incoming and outgoing mail for each facility. It is no longer necessary to pull other staff away from their jobs to help open the incoming mail, and to fold and insert outgoing mail into envelopes. This drastic reduction in manual labor, combined with precise metering using the interfaced scale, has saved the DPSS approximately 22 percent in mailing expenditures each month.

Another important benefit of the new systems is improved morale in the mail center and throughout each facility. The mailrooms were re-painted, and furnished with attractive, efficient and appropriate equipment, furniture and lighting. Each new mailroom was re-named the "mail center" and was re-opened with a ribbon cutting ceremony including lunch, training on the new systems, training certificates and a bronze plaque at the entrance of each mail center. A new respect for professional mail processing and for the new efficiencies of the mail center permeates each facility.

An installation of more than 1,000 pieces of mailing equipment and furniture across 65 facilities would not be complete without automatic maintenance agreements and an easy system for identifying equipment, serial numbers, account numbers, and the number to call for routine or other maintenance. To ensure hassle-free equipment maintenance, Kandis Swimmer designed magnetic business cards containing all of this information to be placed on each piece of equipment, while negotiating with the Los Angeles County Internal Services Division yearly maintenance agreements that automatically initialize after expiration of the 90-day warranty. The maintenance agreements are not only for convenience; they also save money, as the cost of a yearly maintenance agreement is less than a maintenance technician's hourly rate, not including materials.

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