Receiving mail as a young child was always an exciting time. It was a rare phenomenon and you couldn’t quite believe it when somebody had gone out of their way to write to you personally. You’d spend days looking at the letterbox wondering if the postman would bring you anything so you could open the envelope just like mum and dad did.
Now with a bit of experience, you are fully aware that a lot of mail coming through is more or less bills, tariff increase information and junk.
The same rules apply to the office. Perhaps there isn’t so much junk mail to be filtered through (hopefully anyway) but the constant chain of letters being received at the workplace can take its toll.
Overloads of mail can affect your business in a number of ways, all of which can take time and focus away from more important tasks that need fulfilling. There could be a solution available to help assist in the mail in department and relieve some of the stress that accompanies the post worker on their daily round.
Mail scanning services can provide you with the platform your company needs in order to start making real efficiency strides when it comes to dealing with post. Most obstacles you are facing can be covered and resolved in a way to suit the needs of your business.
How Does It Work?
Your inbound mail will be received by your outsourcing company who will open your documents and sort them depending on specifications laid out by you. You can have your mail sorted by department, subject, addressee or any other parameter you see fit.
Once your letters have been opened and sorted they will be scanned. Scanning equipment is now massively advanced and there are scanners available which offer crystal clear scan quality and definition so your documents will not likely not be missing any information or appear blurry or faded.
Top of the range scanners are also capable of automatically extracting data from documents. This data is then used to index mail within the predetermined criteria you have set out. This is a key element of mail scanning services as it arranges paperwork for you, taking out the trouble of sorting through letters manually.
Your mail is now ready to be sent back to you, all organised to the factors you requested. Your new digital files are uploaded to an online document management system where you can either access them directly using a web browser or transfer them to your servers.
But what about your original documents? Not to worry; you can arrange to have them returned to you if you wish. If not, you can have them stored securely at the outsourcing company who will work with you to arrange an appropriate destruction date. Don’t forget that the law requires you to keep certain documents for a set period of time.
What are the benefits?
So you know how a digital mailroom works, but what are the benefits of having other people sort through your mail before you have even seen it?
- Your running costs will be reduced as staff members will no longer have to spend time manually processing mail. Time saved will free up your workforce to concentrate on matters of business which will bring more money into your company.
- The lack of physical copies of mail onsite can open up whole new workspaces. There is no need to reserve space for incoming mail or store letters that have been received.
- Your indexed mail will be much easier to retrieve. Simply key in the search terms required and your documents are at hand almost instantaneously. There isn’t even a need to leave the computer. Workflow programmes can also be incorporated to ensure that mail is sent where it needs to be and delays in misplaced items are eradicated.
- Digital mailroom access can be determined by you. Only authorised people will be able to find files and gives a greater sense of security and confidentiality.
- It may be the case that your outsourcing company providing your mail scanning services can even take care of returns that need processing and bank cheques on your behalf – obviously with your permission and by arrangement.
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