Mailroom Automation - The Benefits to Organization

Mailroom Automation is the automation of incoming mail processes through 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.

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. 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.

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. Digital mailroom implementation has a direct effect on all those costs and becomes a key element of competitiveness for the company. Another source of paper costs is the one associated with the physical storage of documents. Encouraging employees "to do without paper" will quickly lead to the reduction in the cost of excessive printing and copying of documents. The aim is obviously not to ban paper from the work environment but rather to set up a new coherent and secure organization that makes the use of paper superfluous.

Incoming mail tracking has become a necessity for companies. The earlier a document is transformed into an image file, the more reliably it can be tracked throughout its lifecycle. Furthermore, a scanned document becomes accessible by all authorized users (as a PDF, TIFF or JPEG file). The file created includes more than simply images; it references one or more documents in the archive database and records all the actions carried out by the people responsible for the file. The security of the process guarantees the authenticity and integrity of the document, which aligns with the records management policy of the company.

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. Improving customer service is of fundamental importance by most companies.