Digital mail-room automation
Digital mailroom is the automation of incoming mail processes. Using document scanning and document capture technologies; companies can digitize incoming mail and automate the classification and distribution of mail within the organization. Both paper and electronic mail (email) can be managed through the same process allowing companies to standardize their internal mail distribution procedures and adhere to company compliance policies.
By digitizing the incoming mail process, and indexing the documents on the fly, companies can not only gain control of their mail processes internally (no more efficiency losses, gaps in document control and loss of valuable mail), but will have the opportunity to combine electronic mail formats (e-mail, fax) in the same document processing flow. A digital mailroom designed as a central platform for information allows an organization to bring rationality to mail processing and significant gains in productivity and customer service.
One major benefit of turning all incoming paper mail into images as soon as it is received, is the extent to which it shortens the decision cycle. Although it might be difficult to quantify exactly what the cost savings are, it seems an obvious advantage. Digital mailrooms allow users to receive immediate notification of a document’s arrival at the company. Employees can access images in record time, regardless of where the documents were physically acquired. Files can then be processed very rapidly according to their level of urgency. Just as digital mailrooms facilitate the exchange of company information, they also facilitate the coordination of several people around the same document. The decision-making process becomes quicker and more accurate.
The various technologies at the heart of digital mail-rooms help companies rationalize their processes, e.g. it allows companies to reduce costs associated with resending documents between sites.
Mailroom costs not only include staff costs involved in the distribution of letters, but also the costs associated with the resending, loss or deterioration of documents. A digital mailroom implementation has a direct effect on all those costs and becomes a key element of competitiveness for the company.
Ensuring incoming mail tracking has become a necessity for the majority of companies, with compliance regulation being a major factor. The earlier a document is transformed into an image file, the more reliably it can be tracked throughout its life cycle. Furthermore, a scanned document becomes accessible by all authorized users (as a PDF, TIFF or JPEG file).
The electronic management of incoming mail improves the handling of documents within service oriented companies and agencies. It enhances the quality of the service offered to customers by allowing staff to instantly access customer files and answer questions immediately. The improvement of customer service is considered to be of fundamental importance by the majority of companies.