Mailing Services (pty) Ltd

Our Vision To continually pursue innovation and stay abreast of best industry practice so that we can deliver excellent service on time, every time. Our Mission To understand our clients’ needs and expectations, meet their needs and exceed their expectations. Our Values To act with integrity, honesty and with absolute confidentiality in all our dealing with our clientele, to uphold human dignity, be socially responsible and care for the environment we live in. In addition to the management team we have a highly trained and experienced citizen staff contingent of 55. They include experienced machine operators, sorters, data captures, administrative and middle management staff. Our staff compliment has not changed drastically in over eleven years and therefore we offer companies that wish to outsource certain non core business functions to us, in the knowledge that they are doing so to a very experienced, competent and dedicated team. 2. COMPANY PROFILE Outsourced Solutions is a locally owned company and has been in operation for the past eleven years. We operate from a 2000 square metre warehouse and office complex at Horizon 2000 Business Park, Plot # 20580, Broadhurst, Gaborone. Our business is the provision of professionally managed outsourced services in the document management environment and the supply of personalized stationery to corporate, parastatal and governmental organizations. Outsourced Solutions was the pioneer in this industry when we started with just one customer in 1999 offering a Mail Processing Facility to the market this having grown to 17 contracts currently with local and regional prastatal and corporate entities. The majority of our clients have been with us for upwards of five years. In addition to contract work we also receive a large amount of ad hoc work from clients who wish to communicate with their customer base via written correspondence. We offer a Print to Post Solution for companies that require high volume mail processing with all the checks and balances to give our clients the peace of mind that every statement/letter that is received, is processed and reaches the postal system in the minimum time. We have built up a reputation over the years as suppliers of quality, competitively priced personalized billing stationery. As added value we offer free of charge to professionally manage your critical stock so as to ensure that you never experience stock out situation. Your stock will be stored at a secure bulk warehouses and used by us on a monthly basis in quantities as may be required from time to time or delivered to your stores on instruction to do so. Storage will be at no charge. Once a critical stock level has been reach we will advise you of this, so that stock can be ordered timorously. In addition to the above facility we introduced a Security Shredding Service in 2007. This service can further assist in reducing the disruption of non core business functions within your organization but still give you the peace of mind that our professional staff will protect your sensitive and confidential information by destroying printed or other media formats i.e. hard drives, CD’s, magnetic tapes etc. according to accepted industry standards. Our High Speed Laser Printing Facility specializes in the reproduction of training, operation, course content manuals etc. as well as the printing of large statement runs and general written communication to your customer base, from any source be it hardcopy or soft. Our Document Scanning Service offers the unique ability to scan from hardcopy, tidy up the document, collate, laser print in colour or monochrome or a combination of both and professionally bind manuals to customer specification. We have grown from a reproduction centre only, due to a requirement in the market for documents to be scanned, data captured with a unique identifies and indexed via non proprietary software for easy future inhouse retrieval and use. Over the past year we have established a joint venture relationship with a South African company based in Johannesburg, Specialized Archiving Solutions who have been offering this service to the South African market successfully for the last 10 years and have an exceptional track record having done work in the corporate, mining, municipal and governmental environments. Our objective is to transfer these skills to Botswana over a period of time so that in the future these skills can be offered locally and create employment for citizens as opposed to the importation of these skills from outside the country. Strategic Contingencies Outsourced Solutions is aware of the strategic importance of being able to service contracts with our clientele. To this end we have invested in duplicate equipment for all the services we offer, which eliminates the possibility of us not being able to uphold our commitments due to equipment failure or technical problems. In addition to this we have service contracts in place with our plant and equipment suppliers that ensure a 24 hr turnaround time to repair strategic equipment. The maximum down time in the unlikely event that all our plant and equipment fails at once would therefore be 24 hours. Routine maintenance is carried out quarterly on plant and equipment and our systems integrity is checked weekly. Our system is protected 24/7 from intrusion by a firewall and antivirus programme which is constantly automatically updated when updates are available and checked weekly for being current. We have loss of income protection to cover Acts of God. In the event of any of these occurring we will have adequate reserves to outsource any work affected while replacement equipment is acquired. To maintain an uninterrupted supply line one month’s stock is held in three separate locations at any given time, in our warehouse, in an offsite warehouse in Gaborone and at the manufacturer’s facility in Johannesburg. All the above contingencies are in place to ensure that, as far as is humanly possible; we are able to service all our contracts without loss in productivity due to either technical reasons or Acts of God. Total Disaster Contingency In the case of total disaster the intermediate recovery plan which is in place and would represent a seamless solution to our clients, is to outsource our services to accredited companies in South Africa. Outsourced Solutions staff members will be seconded to these companies to oversee our client’s interests. The period of total disaster recovery would be 8-12 weeks and Outsourced Solutions has appropriate insurance to finance outsourcing of our services and the replacement of equipment so that there will be no material effect on our clients.