Digital Mailroom

Switching to an outsourced digital mailroom can dramatically decrease issues that are caused by traditional paper-based workflows that rely on physical delivery to a desk or department from a reception or sorting office.

By reducing the time it can take to deliver mail to the correct department or individual from the time it arrives in the post can considerably increase, processing efficiency, accessibility to business critical information and operational effectiveness, all with the potential to save your company space, time and money.

If your still not convinced a digital mailroom is the right solution for your business, consider these major benefits:

In the business world its true what they say, Time = Money. Mailroom inefficiencies can have a considerable impact of the profitability of any organisation by having a direct impact on late payment fees, missing out on early payment discounts and the overall inability to process claim forms, new order forms or any other documents or letters quickly enough to comply with regulations.

Mailroom inefficiencies can also have a direct impact on your customers service levels. Not being able to process new orders, manage credit agreements or handle customer feedback forms can have a very negative impact on your customers experience in an age where customer feedback can give you a competitive edge.

Stop wasting time shuffling mail around your business and between various departments, by adopting a digital mailroom, you would remove the time it takes to process your mail by having it redirected, sorted by department scanned and set directly to each area of your organisation it relates to where it can be actioned digitally all at an agreed time every day.

Its bad enough the paper filing can be cumbersome and take up large amounts of office space.

One of the most costly aspects of paper filing however is how time consuming it can be, searching files for information and then re-filing take up a large amount of your staffs time and can often lead to delays in receiving business critical data as well as leading to lost paperwork that is not refiled correctly. Once your mail has been digitised sent to the correct department and stored you have no need to keep the original and take up space and your staff can just re-call the document at a click of a button. With a digital mailroom, your staff’s time that can be better spent on improving your organisations profits by improving their overall operational effectiveness.

Making the most of your office space is a huge consideration when it comes to the operational budget of your business. Storing paper in your office in filing cabinets or archive boxes can take large amounts of floor space in your office that could be better used for the expansion of your current business operations.

Not only can a digital mailroom digitise your current stored paperwork, but setting up a digital mailroom will also allow you to reduce the physical footprint of your digital mailroom but allow you to make better use of the space and provide you with a stream lined approach to all of your business critical documents.

Recent events surrounding the Covid19 virus have shown we cannot predict what outside influences or disasters await in the future, what it has highlighted for a lot of businesses however is the importance for their business to be able to operate even when their offices are closed. Businesses that have the ability for staff members to have access to important files, documents and workloads from home though the operation of a simple EDM (electronic document management) system have seen a minimal impact on their business operations from an admin and processing standpoint.

Files that are stored in paper format in offices are not able to be accessed when a disaster strikes, by backing up your files to a document management system that your staff can access as well as running a digital mailroom you will be protecting your business operations while making cost savings and improving your day to day operational effectiveness.

Plan2Scan offer a full business solution when it comes to the digital transformation of your business from archive scanning, mailroom services and EDM (electronic document management) systems. Depending on your business needs we can create a fully tailored digital transformation package or
an out the box solution. So call now to find out how to kick start your digital transformation.