Digital Mailroom – Multi-Site Integration

The benefits of digital mailroom for geographically dispersed organisations

DCS has helped a range of geographically distributed companies centralise their mailroom operation to handle incoming business critical mail more effectively. Key benefits for organisations such as Exxon Mobil, Chartis Insurance or Natural England have been the cost savings and efficiency gains achieved by reducing the number of concurrently operating mailrooms and moving from paper and multi-channel to single channel, fully electronic distribution.

Economies of scale

In all cases companies find that a centralised digital mailroom solution is easier to manage and allows economies of scale. Replacing several mailroom operations with an electronic mailroom solution allows headcount reduction, rationalises IT infrastructure and frees up valuable office space. 

Uniform service levels

A further benefit of setting up a centralised mailroom operation, whether in-house or outsourced to DCS, is the opportunity to eliminate variability in service levels occurring across different company locations. Variance in the way mail is handled at different offices can negatively affect consistency in customer service or uniformity in meeting regulatory compliance standards.

Absorbing organisational change

Another key benefit of the digital mailroom process for geographically dispersed organisations is the automated routing of mail items according to workflow rules. Once an electronic mailroom system is in place, it becomes much easier to respond to organisational or staff changes, whereby updated mail handling and routing requirements can be met with simple adjustments to the automated mailroom workflow.

In addition, because a centralised mailroom reduces the number of points of entry of information into a business, workflow reporting features enable better overall control and visibility of inbound mail. The availability of workflow dashboards in the DCS digital mailroom solution allows managers to keep track of mail metrics such as total incoming mail volume, complaints in or orders in.

Outsourcing centralised mailroom

For geographically distributed businesses, DCS also offers an outsourced mailroom option. This permits replacing fixed overhead costs with variable per transaction charges which better accommodate peaks and troughs in mail volumes. The DCS outsourced mailroom service has also enabled clients to tighten their SLAs, for example by guaranteeing 24-hour turnaround.