The Expanded Need for a Digital Mail Room

By NE Docs | January 29, 2021

The Expanded Need For A Digital Mailroom

It used to be that, once a company reached a certain size, it became necessary to internally create more efficient ways to manage business processes. One major development in the world of operations is Business Process Outsourcing (BPO) – employing vendors who specialize in automated processing of backend services such as Accounts Payable. This type of solution replaces the inefficient and error-prone manual processes, saving space, paper and labor.

BPO solutions have continued to expand into other parts of organizations as inefficiencies of other functional departments are self-evident. Much of this has occurred with employee and customer communication needs rapidly changing as smartphone, tablet, and laptop technologies outpace the ability of company departments to keep pace.

For example, a multibillion-dollar global company could be on the cutting edge of its industry, but still stuck in decades-old processes of manually gathering, sorting, and distributing thousands of pieces of physical mail in its mail room. Its response time to handling critical mail becomes was a roadblock to meeting user communication demand. This needs to change and a BPO-automated mail room solution makes sense.

While BPO solutions may appear most appropriate for large corporations, this has changed with COVID-19. Now an automated solution has suddenly become necessary for most businesses, no matter the size. The pandemic leveled the playing field. With reduced staffs (whether onsite or remote) and empty facilities, every business is scrambling to reduce costs and find efficient ways to retain customers and revenue.

Your Digital Mail Room

You may have already heard of the “Digital Mail Center”, “Digital Mailroom” or “Intelligent Mailroom” mentioned in industry publications. This concept matches the need during this pandemic environment of closed facilities and furloughed employees for a workflow where a vendor automatically routes digital communication documents to recipients who could be anywhere, such as traveling executives, remote workers, or other stakeholders who need to be informed without delay. Implementing a digital mailroom solution accomplishes the following:

  • Reduces operating costs
  • Opens more facility space
  • Improves efficiency
  • Improves quality
  • Increases information security
  • Provides greater visibility and control

Work with a Digital Document Specialist

The best practice in any new operation is to work with an experienced professional. This holds true for finding a digital mailroom solution. NEdocs has extensive experience with automated management and conversion of paper documents including all kinds of mail. Its Digital Mail Room solution automatically manages your in/out-bound mail process. It works like this:

  • Step 1: Receive — Receive paper mail onsite or offsite
  • Step 2: Scan and extract — Open, scan and digitize all paper mail immediately
  • Step 3: Route — Use advanced capture software to identify and prioritize key documents, such as invoices and contracts. Quickly deliver in digital or physical format the associated information to the intended recipient.

The Digital Mail Room collects mail data and autogenerates detailed reports for your analysis and planning. It can also be integrated with ERP and ECM systems for processing searchable and indexed data.

For further information about implementing your Digital Mail Room strategy, contact us online or call (603) 625-1171.

 

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