Digital Mailroom
Is your in-house mailroom justifying its operational costs? Particularly useful for hybrid workers, a Digital Mailroom service securely digitises your business mail and redirects it to the relevant employees for maximum efficiency.
What is a Digital Mailroom service?
Enable greater productivity throughout your organisation with a Digital Mailroom service, which has your mail sent to our secure 24/7 ODS facility. Once delivered, your mail is receipted, digitised, and uploaded to a secure Cloud server - then automatically routed to the relevant employees in your organisation. This allows digital information to be redistributed and shared securely, so your workforce can be dynamic, effective, and up-to-date.
Large organisations usually employ a Digital Mailroom service to manage mail at multiple sites. However, it is now seeing increased popularity because of its ability to deliver to numerous locations simultaneously - a huge advantage in the hybrid work environment, and one that empowers effective-decision making and improves customer outcomes.
Why should you use a Digital Mailroom?
What are the advantages of a Digital Mailroom Service?
With high operational costs, potentially large workloads, and a reliance on manual processes, in-house mailrooms are quickly becoming irrelevant in modern business. However, by outsourcing to a specialised supplier, you can:
How does a Digital Mailroom service work?
- Paper mail is destroyed, returned, or stored. Precious mail is returned to sender. Digital files are archived compliantly if they contain information that must be held under GDPR.
- Pre-checks will be performed and mail will be prepped for digitisation.
- Routing rules and restrictions are applied.
- The mail is sorted, scanned, quality checked, and indexed.
- Inbox monitoring scans attachments using OCR and AI tools to make routing decisions based on context.
- Attachments are processed into desired formats. Once attachments have been read by the software, they can automatically be used to initiate workflows.
- Mail is delivered virtually to recipients via email inbox with secure workflows, or to an internal postmaster account for further redistribution as needed.
- Mail is delivered virtually to recipients via email inbox with secure workflows, or to an internal postmaster account for further redistribution as needed.
How to implement a Digital Mailroom service
Ideate
An appointed postmaster works with the Digital Mailroom service provider, defining rules for redirection, duplication, restriction, and return. They can then provide CRM information that allows OCR to automatically index mail. Finally, the postmaster designs workflows with the service provider.
Improve
The reporting functions of a Digital Mailroom allows workflows to be evaluated, maintained, and elevated. Delivery can become more direct and workflows can become more complex once critical paths are identified and users are comfortable with the system.
Integrate
Using a Digital Mailroom service as part of a digital transformation strategy, you can expand process automation and further the collaborative potential across departments. Other digital enablements include invoice processing, eforms, and Document Management.Your Digital Transformation Journey
Digital Mailroom + Automated Invoice Processing
Automated invoice processing naturally integrates with Digital Mailroom. By using this service to facilitate the digitisation of paper invoices, they can then be directly fed into your financial systems.
Digital Mailroom + Document Management
Document Management forms the core of digital strategies, and are designed to maximise automation capabilities, secure records, and provide remote access within GDPR guidelines. This function enables inbound and outbound mail automation, meaning that all mail information can be actionable by anyone within your organisation.
- What is Included in a Digital Mailroom service?
- Why Does Your Business Need a Digital Mailroom Service?
- Why Choose Apogee as Your Digital Mailroom Provider?
What is Included in a Digital Mailroom Service?
Once your business post is redirected through to our secure facility, all incoming mail will be receipted, scanned, digitised, backed up, and made available on a secure Cloud server – with scanned files accessible through the Client Portal for your convenience.
Once scanned, the physical mail will be shredded to ensure data security, then recycled responsibly; bringing sustainability to your business mail processes.
But these are only the basic features of a Digital Mailroom service. Greater agility is enabled throughout your operations with an advanced Digital Mailroom service: which can sort digital files by department, extract key information, and then route them automatically to specific people. This equips your workforce with the data they need, right at their fingertips - and without a second of company time wasted.
Why Does Your Business Need a Digital Mailroom Service?
In a competitive marketplace, businesses can’t afford to have inefficiencies within their operations – and for modern SMEs, the cons of having an in-house mailroom vastly outweigh the pros, especially if your business is comprised of multiple sites.
The pros that come with outsourcing, however, have an entirely opposite dynamic. For one, your employees are relieved of the burden of manual processes, since mail handling is now carried out on their behalf. For two, greater efficiencies come from digitising your post – since files can be located, shared, and backed up far more easily; enabling greater productivity among your hybrid workforce. Thirdly, data security is all but ensured through this service; since, as well as our own in-house security, measures can be implemented on your server to ensure only authorised users are able to access certain information.
With so many businesses outsourcing their mailrooms, these benefits are not something that SMEs can afford to ignore – especially not if they want to keep themselves from lagging behind in an increasingly digital world.
Why Choose Apogee as Your Digital Mailroom Provider?
As an outsourced services provider, we know that one size doesn’t fit all – which is why an Digital Mailroom service is entirely scalable and customisable to your business need. Regardless of whether you regularly receive low, average, or high volumes of mail, we can design a solution to fit; with entirely transparent costing throughout.
Our status as an HP Inc. subsidiary is another reason to align with Apogee – since at our core, we place the same value upon the principles our parent company was founded on - sustainability, security, innovation, and customer convenience.
Get started with Digital Mailroom
Our services are designed to evolve and scale to suit your needs. This is because we understand that communication is at the heart of business – and with our years of experience in digital enablement, you can ensure that your mail is delivered securely and on time.
For ongoing support and constant development alongside bespoke solutions such as Digital Mailroom, get in touch by using the form below!
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