Digital Mailroom

Digital mailroom

Scan and route mail to employees electronically and improve your customer service

Mail volumes continue to grow exponentially, stimulated by business growth and mobile work forces. Studies show that medium sized companies now process 100,000 pieces of mail a month and service over 200 departments. The corporate mailroom, a vital link in the corporate information system, is struggling to keep abreast of this paper flow. Meanwhile, today’s organisations demand instant access to accurate information.

By digitising the incoming mail process, and indexing documents on the fly, you will not only gain control of your internal mail processes – no more loss of efficiency, lack of document control and loss of valuable mail – you will also have the opportunity to combine electronic mail formats (e-mail, fax) in the same document processing flow. By implementing a digital mailroom solution designed as a central platform for information, your organisation can rationalise mail processing and realise significant gains in productivity and customer service.

Key Benefits of Digital Mailroom Solutions

  • Reduce the decision cycle

    • Provide users with instant notification of a document’s arrival at the company
    • Enable access to document images immediately, regardless of where the documents were physically acquired
    • Process documents very rapidly according to their level of urgency
  • Reduce paper costs

    • Rationalise company processes by reducing costs associated with resending documents between sites
    • Reduce staff costs and those associated with distribution, resending, loss or deterioration of documents
    • Eliminate the cost of physical storage of paper documents
    • Digital mailrooms have a direct effect on all these costs and become a key element of competitiveness for the company
  • Improve customer service

    • Enhance the quality of service offered to customers by allowing staff to instantly access customer files and answer questions immediately
    • Electronic management of incoming mail dramatically improves the efficiency of handling documents which is critical for service oriented companies and agencies
  • Ensure accurate data tracking

    • Guarantee incoming mail tracking, a necessity for companies that need to comply with corporate governance regulations