What are the benefits of digital mailroom?

Improved response time

Automated classification and routing of mailroom items means they reach the right person quicker and important issues are resolved in the shortest time.

Reduced mail handling costs

Digital mailroom automation requires less manual intervention enabling you to reduce staff and other overheads such as postage, copying and storage. Cost benefits of electronic mailrooms can also be realised by centralising your mailroom operation or via flexible pay-on-demand outsourced or hosted mailroom options - see our flexible use and charging page.

Increased business efficiency

Traditional mailroom is a manual business operation, often duplicated across different branches of an organisation with no collation between different modes of incoming communication. Mailroom automation streamlines this operation, reducing manual intervention, coordinating, sorting and prioritising information and ensuring faster delivery.   

• Easier enterprise-wide mail distribution. Key benefits of digital mailroom systems reside in the ability to channel all incoming post, fax and email communications into a single traceable information flow for rapid distribution across multi-site businesses from one centrally managed point of entry.

• More effective information sharing. The mail scanning, classifying and routing process means information is quickly updated on CRM and other shared systems allowing customer- or supplier-facing staff to deliver consistent service.

• Less paper. Post room scanning and an automated mailroom process flow remove the need to shunt pieces of paper around a business resulting in less delay, fewer lost items and reduced demands on valuable storage space.

• Cheaper offshore BPO with mailroom outsourcing. As an example of the benefits of outsourced mailroom services, you can reduce your back office overhead by arranging for DCS to collect your invoice mail from a designated PO Box, capture the invoice data and upload it for subsequent processing by your own outsourced AP operation anywhere in the world. Our experience in this area includes handling all EMEA invoices for ExxonMobil.  Purchase-to-Pay.

• Improved management information and process visibility. Digital mail transactions yield granular reporting information viewable via simple web dashboards, allowing you to identify bottlenecks or exceptions or track per transaction processing costs, volumes processed and other key business metrics.