Outsourced Mailroom (Mailroom management services)

Redirect your mail to reduce overheads of manual sorting and distribution 

Your mail room is the entry point of important business documents and outsourcing the mail room function centralises the collection and distribution of incoming mail without increasing the cost of operations. An outsourced mailroom acts as a hub, collecting information from documents, emails or faxes and distributing it to concerned departments. Data Capture Solutions acts as an outsourced mailroom for some of the largest companies in the world by providing the following services -  

• PO Box service – We can set up a dedicated PO Box to receive all your incoming mails and return actionable information to different people in the business workflow within hours.

• Mail receiving – Mail redirection is beneficial for large volume of documents such as invoices, customer service reply cards, surveys, marketing forms, application forms, office mail and other regular correspondence’s. We receive, sort and classify mail items as they come in.

• Data Capture – Mail items are scanned as they are received and important information required by other processes like invoice number, employee number or survey responses is captured using intelligent capture software from Kofax.

• Data Processing – Captured data helps classify documents based on different business rules as specified by you, which means that the right documents are sent to the right people in the business workflow for further processing.

• Mailing software – With all your mail items available as digital images you have access to your mail from anywhere in the world. With DCS’s mailing software you only receive mail items that are important, straight to your inbox. We can also redirect business critical documents directly to any of existing business systems.   

• Online work process portal – With mailing solution from DCS you can monitor the progress of any document in the business workflow. Your suppliers, customers and employees can also see the status of documents as our solutions automatically maintain a complete audit trail of all transactions related to a document.

• SLA management/ Dashboards – With an online mail management system from DCS you get complete visibility into the workflow of each document and interactive dashboards allow you to monitor progress. A mail management solution gives you better governance and control as you can manage SLA’s and response times by raising alerts, automatically directing documents in the business workflow and monitoring progress through management dashboards. 

Downloads-

• Digital Mailroom Systems