Ensuring documents are correctly handled
Electronic mailroom technology uses intelligent document recognition to classify incoming documents automatically. Once classified, business rules can then be applied to that document. For example, if a document is classified as a CV, it will be routed to an HR process and/or stored with restricted access. In such cases, automated workflows reduce the risks of manual error and ensure secure handling procedures are maintained regardless of staff turnover.
Documents such as invoices, CV’s or patient records vary in the amount of time for which they should be retained. Failure to keep a document for the required amount of time, or failure to destroy a document after a certain period can both result in non-compliance with data protection, HMRC or other legislation. With a digital mailroom system, retention criteria are applied to applicable documents from the moment of arrival. Reports on retention requirements can then be generated as desired and warnings can be triggered as the time for retention-related action approaches.