Digital Mailroom

Improve efficiency in the mailroom function by the scanning and intelligent distribution of incoming mail. Mail is sent to a PO Box, is scanned, and then routed to individual recipients, groups or workflow systems. Eliminates the geographical limitations of traditional mail handling, and by outsourcing; end users reap the benefits by eliminating training costs and the outlay for buying and maintaining capital equipment. Our digital mailroom service will consolidate and reduce mail processing costs and increase efficiency. Customer service can also be improved by enabling a quick response to queries. Tracking of mail is made easier, and the misdirection or loss of mail is reduced. The digital mailroom also ensures business continuity in the event of disaster.

Reduce the time it takes you to respond to customers and the cost of handling mail items.

Have you considered automating the capture of those items of incoming mail that are critical to your business?

- New customer applications (get new customers on board faster)
- Customer correspondence and complaints (keep your customers)
- Customer payments (process payments faster)
- Supplier invoices (look after your suppliers, drive down internal costs)

What are the benefits to your business?

- Improve levels of service and response times to your customers
- Reduce cost of processing incoming mail items
- Improve traceability of critical mail items
- Speed up capture of data required by your business processes

What is a Digital Mailroom?

Digital Mailroom is a term used to describe the process and tools used to automate the processing of incoming mail. Document scanning and data capture technologies are used to convert paper mail items into electronic images. The address and document content are then used to classify and distribute the mail items within your organisation according to pre agreed business rules and policies. It is possible to handle incoming mail (paper), email and faxes using the same digital mailroom technologies. There is some confusion that companies are legally bound to archive documents in paper format for certain periods of time, such as finance records, application forms and correspondence. In reality these rules only apply to a small number of documents. Most digital documents are legally admissible in a court of law, especially when the scanning and data capture processes comply with the British standard BS1000008 "Evidential weight and legal admissibility of electronic information."

According to a recent aim survey -

- Invoices, contracts, application forms and correspondence are the most popular document types to automate the processing of
- Over 50% of companies consider scanning and capture projects to give a better, or much better, ROI compared to other IT projects - 43% have achieved a payback with 12-months, 61% within 18 months
- The strongest drivers for scanning and data capture are; knowledge management, compliance and productivity...then customer service and storage cost savings.

How would our outsource Digital Mailroom service work for you?

In simple terms, we would work with you to;

1) Setup a dedicated PO Pox address for the incoming mail items you wish us to handle for you, or arrange regular collections of items for processing

2) Mail items are then received at our mail processing facility, where they are manually opened, and initially sorted to rules agreed with you

3) The paper items are scanned and appropriate data fields captured to enable classification by; department, name, reference number, application number, or other agreed field

4) We then route mail items to the appropriate person, department or business process, so that they may be dealt with quickly and efficiently within your organisation

Our Digital Mailroom service is secure and reliable, provides you with compliance and traceability and service levels are agreed and reported on a regular basis.

The service is charged on a simple per item processed basis, which is easy to account for, and if volumes rise or fall in the short or long term you have no overheads to be concerned about.

The key benefits of a Digital Mailroom

Improving Customer Service

By digitising incoming mail the handling of documents within a service orientated organisation, company or agency can be improved. It enables the quality of service offered to customers to be improved by allowing staff to instantly access customer files and respond quickly. This improvement of customer services is considered by many organisations to be of fundamental importance.

Reducing the processing times and the decision cycle

A major benefit of turning incoming paper mail into digital images as soon as received is to get required customer, supplier and other stakeholder information into business processes as soon as possible, enabling staff, departments and business applications to process those items quickly and shorten decision cycles. The digital mailroom enables staff to receive immediate notification of a documents receipt within the organisation, irrespective of location received. Digital images can be accessed at any location quickly, and key data field can be captured and entered directly into business processes further speeding up processing times. Documents can be shared easily and are of more value to your organisation by being available to those people who need it, when they need it.

Compliance and traceability

Tracking of incoming mail has become a necessity for most companies, with compliance regulation being the major factor behind most policies. By digitising and recording items of incoming mail at source (the mail room), the more reliably it can be tracked through its life cycle with your organisation. The security and integrity of electronic documents is enabled by document management processes and tools which align with the records management policies of the company.

If you would like to know more about our Digital Mailroom services and how it can help your business, call us now on 01752 690169 or send us a message.