Digital Mailroom Automation: 5 Things You Should Know

Any business that has to deal with paper mail and other documentation should consider automating its mail processing system by establishing in-house or outsourcing to a digital mailroom that can efficiently process large volumes of incoming mail.

With rising document processing costs, it makes sense for a business to switch to smart solutions that can help control costs and save time. If your organization is overwhelmed by the number of paper documents that must be received, sorted, delivered and stored in compliance with company rules and government regulations, it’s probably time for you to consider implementing a digital mailroom solution.

Here are some insights that will help you understand mailroom automation and make a well-informed decision.

What is a digital mailroom?

Digital mailroom automation is a system that automates the processing of paper documentation in an organization. Digital mailroom solutions help businesses achieve operational and fiscal efficiencies by digitizing the effort-intensive manual system of sorting, capturing, distributing and storing paper correspondence and other documents.

To simplify further, a digital mailroom acts as a single entry point for all kinds of information received by a business, enabling better management of content received by your organization regardless of its origin or format.

What are the hallmarks of a good digital mailroom solution?

A good end-to-end digital mailroom product integrates effortlessly and seamlessly across the various applications within an organization, thus making it easy for your employees to switch to an automated mail management system. Sue Morton from Data Dash says that digital mailrooms save companies time and money by reducing errors and waste.

In addition, a good mailroom solution is designed for your organization’s specific needs, and offers digitization of all formats and types of incoming documentation, regardless of whether the document was received via mail, fax, text messages, XML content or email. This ensures uniformity of information and data handling across the business and helps your company achieve greater efficiency and heightened productivity in day-to-day operations. In addition, a well-rounded digital mailroom serves both your incoming and outgoing communications management needs.

A reliable digital mailroom automation service is secure, affordable, and has the capability to serve the volumes generated by your business. And lastly, it should have the scalability needed to adapt to your growing needs without requiring big changes or disruptions.

What are the key benefits of digital mailroom automation for a business?

• First and foremost, digital mailrooms help curtail your operational costs as your employees receive pre-sorted documents and need to work on select documents that require some kind of action.
• Outsourcing to a digital mailroom automation service eliminates the humongous costs associated with managing tons of paper documents in-house, including sorting, delivery and storage costs.
• Digital mail processing saves time and enables faster decision making as information is digitized and made available in a fraction of time it takes to send out physical mail.
• With an automated mailroom, a business is able to achieve a high level of consistency in how information is handled, stored and distributed within and outside the business (to customers and vendors, for example).
• A digital mailroom provides your employees safe and instant access to information regardless of where they’re located.
• Digital documents are easier to audit and enable greater compliance with in-house industry regulations.
• Last but not least, a digital mailroom helps enhance customer service and customer satisfaction by enabling faster transfer of critical information to your customers, thereby reducing response times.

Does a digital mailroom work on inbound mail only?

No. A digital mailroom must dispense the documentation it receives to the right departments and stakeholders. When an automated mailroom receives a document, it is read, indexed, scanned and forwarded to the appropriate individual or team where it can be accessed by the concerned persons remotely.

The outbound part of the process sends communications such as invoices, marketing collateral, data and newsletters to the right parties, thus acting as a one-stop outbound processor of all corporate information. A standard system ensures the timely delivery of outbound communications in the format desired by the receiver.

Is it safe to outsource digital mail automation?

This depends on the mailroom automation service chosen by your business to entrust the handling of your sensitive data and documentation. With a horde of options out there, it is imperative that you choose a reliable, trusted and successful document management partner that can provide digital mailroom automation that adheres to the highest levels of quality, safety, and compliance.

With the right mailroom automation partner, you can rest assured that your documents and information are in safe hands.

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