Digital Mailroom Brochure

2
Transform the way you
process mail.
Eective management and utilisation of information is a vital
part of daily life in modern business.
Multiple benefits
From legal contracts to application forms, customer
questionnaires and the full range of received mail, all the post
that comes into your business can be scanned quickly and
easily. Hard copy mail items no longer need to be physically
distributed to the recipient, as everything is securely stored
and quickly accessible, even on a mobile device, via the digital
mailroom’s Document Management System.
Every piece of processed mail will have a full audit trail showing
when it was received, who the recipient was, and when they
were notified; something that simply is not possible in a
traditional paper-based mail environment, where human
error can mean that mail is delivered to the wrong person or
even lost.
Maximum eiciency
High volumes of post can be rapidly sorted and distributed
electronically. Recipients can search and view their mail on
any connected device, including smart phones and tablets,
increasing ease-of-use, convenience and business agility.
This is as true in the boardroom as it is in the mailroom, where
thousands of pieces of correspondence can enter your business
in any given year.
To ensure the most eicient and
eective means of handling your post
we have created a digital mailroom
solution - as part of our suite of
Optimised Soware Solutions - that
accurately distributes mail to the right
individuals, or even exports to your
line of business applications, for example accounting soware.
As you would expect, we have made ease-of-use a key
component of the digital mailroom. Sta simply scan the mail
and the intelligent soware does the rest, quickly identifying
the recipient and alerting them via email, with a link to the
received document, along with key data such as the date of
delivery. Digital documents can also be added to the workflow
and processed in the same way.
Build simple workflows for increased eiciencies.
!
Electronic
Mail arrives
Paper Mail
document
Information extracted
from scanned mail
e.g. the recipient name,
date of mail
Errors flagged
for checking
e.g. blank fields
Potential follow-on
workflow initiated
dependent on process
Recipient receives an email
including a hyperlink to access the
electronic mail; Mail delivered
Workflow
initiated
Mail item linked to the recipient's
email address and archived into a
document management solution
Scanned into
Electronic Format