An Overview of Mailroom Management

Digital mailroom management permits you to collect the paper right at entry into the electronic mailroom to ensure that operations are made more efficient and data is organized electronically from the beginning.

Modern digital mailrooms streamline process-oriented business processes that rely on documents downstream and captures the paper at the point of entry, ensuring that data is processed electronically right from the very beginning.

Management of the mailroom expands the advantages of a digital mailbox across the entire company providing information to the appropriate personnel and integrating documents into system workflows. All actions are recorded electronically in a comprehensive thorough audit trail beginning from the moment the documents arrive.

Intelligent mail using electronic mailrooms

Through a digital mailbox, instant improvements are achievable in the areas of customer service and back-end business processes and record management. For instance, customer queries or letters are handled faster and received.

For instance, invoices, claims and other forms are scanned when they arrive and processed immediately by electronic workflows. When dealing with sensitive or restricted documents, the immediate document capture reduces the risks to financial security that could result from paper documents being lost or lost after they have been received.

Benefits of a digital mailbox

  • Paperless delivery of mail and management of files
  • Documents are digitized when they arrive
  • Paper converted into process-ready electronic files
  • Audit trail established from the beginning
  • Automatization of correspondence with customers
  • Capture of sensitive or regulated mail

Management of the mailroom made simple

Mailroom management software converts paper and mail documents into files that can be shared electronically stored and utilized in downstream business processes more efficiently. When paper arrives and is converted into electronic format software indexes the contents of documents to allow for instant searchability.

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The most important elements of information inside the paper files could be recorded and used to classify (metadata) or organize and transfer information. For instance accounts numbers or barcode data can be read, as well as the information used to forward documents to the right people Records management policies can be used to automate workflow procedures, workflows are possible and much more.

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