Digital Mailroom Automation

How organisations can strip out internal mail processing costs and wasted time

Digital mailroom automation solutions replace slower manual processesThe cost of handling business process critical mail can be very high when you add up all of your staff and overhead costs. Most companies still rely on manual paper routing processes to convey mail from one location to another where the processing is actually carried out. However, with the ability to digitise and electronically process critical inbound mail items, you can accrue some significant benefits, including:

  • Automatic categorisation of mail
  • Automatic extraction of content such as A/C no, Name, Address
  • Automated routing to specific people concerned
  • Reduced cost of processing
  • Reduced postage costs
  • Reduced copying costs
  • Faster processing
  • Improved traceability
  • Workload balancing between offices
  • Significant reduction in overheads
  • Greater business flexibility and agility
  • Conversion of fixed overhead costs to ‘per click’ charges
  • Improved service levels and reliability

According to Gartner, up to 80% of critical business data is in an unstructured format – and mail forms a major portion of that. Automating mail management with a digital mailroom not only reduces processing costs, but also allows workflow management solutions to be implemented, making it easier to transfer information across departments and locations.

Digital mailroom solutions incorporate automated work processing queues so that mail items are automatically forwarded and load balanced to different teams or individuals based on pre-set business processing rules. Where exceptions or delays occur, then managers can instantly see this from easy to use web dashboards. SLAs and KPIs can therefore be maintained with little effort and problem items escalated automatically without manual intervention.

Many people wrongly think that mailroom automation means they have to automate or outsource ALL of their incoming mail. The fact is that only mail which is business critical will benefit from outsourcing or automated handling. This typically includes:

  • Supplier invoices
  • Sales orders
  • Customer correspondence
  • Finance agreements
  • Legal correspondence
  • Claims and applications

Junk mail, brochures, mailers and other forms of unimportant mail can be filtered out or continue to be routed manually as they are non business critical.

Mailroom outsourcing brochure

To read more download the brochure – Mailroom outsourcing >>

Find out more about Digital Mailroom Automation

To learn more about digital mailroom solutions, please call us on 01753 616720, or send an enquiry using our Contact Form.

Get important information from mail items into your business processes faster.

Meet operational efficiency targets and reduce mail room costs.