Digital Mailroom – Business Consultancy Services

The first step in developing your digital mailroom solution

Understanding your business processes

Digital mailroom solutions go much further than simply streamlining and accelerating mail delivery. Digital mailroom technology also has potentially beneficial implications for how it interfaces with your downstream business processes and the resulting effect on overall business performance.

To help you get the most out of a digital mailroom solution, our consultants begin with a thorough assessment of your current and future business processes and the documents they involve, as well as your resources and IT infrastructure. Implementing an automated mailroom workflow will change the way your business works and we will go to some lengths to help you assess the implications.

What are your requirements?

A review of your business and technical requirements will not only identify which mailroom software and hardware combinations will be the best fit for your business, but also help you decide whether an installed, hosted or outsourced mailroom solution will best meet your business needs and assess the different costing and ROI implications.

How can digital mailroom help with your compliance?

Because digital mailroom solutions are involved in handling documents the moment they enter your business, our mailroom consultancy offers expert advice in reviewing document-related compliance issues. This covers implications such as data protection, document retention and traceability and will factor in the compliance management capabilities built into the document management component of our digital mailroom solutions.

How will a digital mailroom solution integrate with your existing systems?

In order to provide you with the best solution and fully exploit the latest mailroom technology, our consultants will work with your technical and management teams to ensure a mailroom solution will interface seamlessly with your existing line of business software, ERP, CRM and other database systems as well as your devices and equipment.

Digital mailroom specification and design

Once we have gained a clear picture of your requirements, we will put together a solution design and specification. This will include aspects such as:

• Physical locations
• Scalability of the solution
• Networking and performance
• System integration
• Document classification and coding
• Integration of email and fax communication channels
• Handling of document retention, data protection and other compliance issues
• Building in reporting, alerting, KPI or SLA requirements

Digital mailroom implementation and training

The implementation phase will be fully project managed involving liaison between technical teams on both sides and broadly covering the following elements:

• Phased rollout
• Integration testing and UAT
• Data source utilisation
• Security and resilience
• Go live and training
• Post-implementation review

Our experience

DCS has over 1000 clients spanning private, public and professional sectors. All our consultants have a minimum of 10 years experience within the document management and data capture industry and they will always act on the basis of an independent and unbiased advisor with your interests at the forefront.