Companies around the globe in every industry are going digital. The value is clear because the ROI is realized from a few months to around 18 months. But, despite scanning archived documents from cabinets and storage facilities and scanning day-forward (daily incoming) mail, the mailroom—where external mail enters a company—continues to operate as it did 50 years ago, by hand.
The world is moving toward a more remote work model. With that comes a letting go of what we’ve known. But with this work from anywhere model comes cost savings (from office real estate to storage space to utilities). Employees are happier without distractions or commutes. But to keep running business as usual, company assets (information) must be within reach of remote workers. That means that data must be digital. If it’s trapped on paper in a location somewhere employees can’t see, it’s not usable. That data still floods in on your mailroom floor.
And that’s your biggest opportunity.
A high-volume mailroom is expensive and difficult to maintain—because it runs on manual processes—even for the most streamlined companies. Switching to an outsourced digital mailroom means that mail is digitized the moment it arrives. RDS handles the opening, sorting, and distribution of your incoming mail. Your paper mail is scanned and indexed by one of our operators at a scanning facility (digital transformation) before being sent to the right person in your organization for review and processing.
What is a digital mailroom service?
A digital mailroom service gathers incoming physical mail and converts it from paper to electronic format using document scanning, document capture, and data capture technologies to automate the mailroom processes. That process is run by a document management system.
Benefits of digital mailroom service
📩 Reduce paper storage
💸 Save time and money
⚡ Mail enters your organization digitally
📮 Centralized mail operations
🔍 Never lose mail again
Companies can manage a digital mailroom internally or outsource to a digital mailroom company.
How outsourcing digital mailroom solutions works
We set up a dedicated PO Box for your mail
Our team picks up the mail daily and sorts it
Junkmail is removed
Each piece of mail is scanned (unless otherwise specified)
We index each piece of mail based on your indexing rules
Digital mailroom services and workflow automation
A digital mailroom is more than a centralized, high-speed scanning hub for incoming mail (including paper checks). It’s a robust, modern mail management solution. Using intelligent capture software, data, and content from a variety of sources can complete transactional business processes like loan origination, invoice processing, customer service response management, surveys, medical claims, etc.
Using intelligent capture software shrinks the delays in the processing of incoming data by reducing the number of human interventions for each process:
Intelligent capture software intelligently classifies each piece of mail
Predefined metadata fields are indexed for each important document
Scanned images and their metadata are used to initiate business processes
Pertinent data is extracted and delivered to the appropriate business system (CRM, ERP, document management software, etc.)
Notifications are set up for each step of the workflow process to indicate that each step has been executed
Once mail is no longer in paper format, departments can realize immediate gains. Accounts Receivables and Accounts Payable departments keep better track of financial documents. Approvals happen faster, bills are paid on time, and early payment discounts start happening.
Security is tighter. Industry regulations are adhered to and compliance is met.
What does all this mean for your bottom line?
Your company becomes leaner. Manual errors go down as digitization and automation remove traditional bottlenecks that ate away at your budget. You’ll have better control over all of your company documents and employees will be able to use them from anywhere because digital documents are found quickly and shared easily between employees—collaboration raises productivity.
And you’ll never have to worry again about disaster recovery should a flood, fire, or other natural disaster occur. Business continuity is protected, risk is reduced, and you can compete with your competitors now and into the future.
Ask us about our digital mail service today.
