Top 10 Reasons Businesses Need Mailroom Management Systems

Companies are running on paper and electronic records.  The more cost-effective way these documents can be handled effectively and legally can be a critical benefit against rivals.  Mailroom management systems and inner records policies must make data contained in those documents more precise, more comprehensive, more available and more usable.  Simply make better company sense to ensure that your staff and clients get better data quicker.

However, the management of mailrooms is often regarded secondary to other objectives by organisations because record management programs and policies do not produce revenue. There are many other excellent reasons companies should consider mailroom management systems including price containment.

1. Reduce Operating Costs:  Registry-based administrative expenses in terms of difficult costs and soft costs can be calculated.  Hard costs include equipment filing, office space, storage space, consumables, and cost of maintenance of equipment. Each individual consumes 10,000 pieces of paper per year in an average office. Accessible filing cabinets comprise about 9 square feet of room and 10,000-12,000 pieces of paper.  Soft costs include all the work needed for record keeping, filing and searching.
2. Improve Efficiency and Productivity:  The average worker is looking for data in mailrooms 30-50 percent of his time. 15-30% of their time is spent searching for missing or misfiled mailrooms.  Instant retrieval of data is provided by excellent mailroom management system that frees people from operations producing income that are more productive.  One in 20 post offices are lost and on average an organisation spends 25 hours reconstructing lost post offices.
3. Control Growth of Records:  Though the number of papers in bureaus continues to increase exponentially, while we are more advanced in our capacity to store non-paper documents.  The adoption of an enclosure management system can assist in two ways: to restrict the generation by the automated retention mechanisms of documents that destroy useless documents and to remove inactive documents in all formates of documents.  Each post office produces an average of 19 copies.
4. Ensure Regulatory Compliance:  Always changing state and federal laws generate major compliance problems for companies.  A record of an organization contains sensitive economic, private and confidential company data.  A good document management system, with security features such as access control and audit trails, helps companies to ensure full compliance, so that severe fines and sanctions are avoided.  Simple human mistakes account for 30% of all information infringements, and 42% for malicious causes.
5. Safeguard Information from Disaster:  Each organisation must guard against disasters and losses records and data. Companies that lose important records of horrendous occurrences will more probably be abandoned if their files do not return within a period of 2 weeks. The continuity of business and the introduction of a disaster recovery plan and system increase the chances of a company continuing following a disaster.
6. Minimize Litigation Risks:  In order to decrease hazards of litigation and penalties, organizations introduce records management programs. An automated log management program can cut liability and guarantee that documents are properly disposed of systematically. Highly regulated industries, such as healthcare, education, pharmaceutical and financial services, have significantly above-average information infringement expenses.
7. Support Better Decision Making:  A mailroom management program can assist you to provide data when you need it. Full text OCR, indexing and recall capability and reporting and business intelligence characteristics are robust systems that allow staff to rapidly acquire data.
8. Preserve Corporate Memory:  The files of an organization comprise an irreplaceable asset which is often neglected. Employees generate daily documents necessary for planning and decision-making in the future, but they may not be familiar with the place of these documents.  When staff go away, critical corporate understanding may be lost if data has been misfiled, private desktops stored or entered in email chains.
9. Take Advantage of New Technologies:  An organization is able to share mails and information collaboratively through several business applications to enhance workflow, productivity and business intelligence with a good mailroom management program. You can gain a competitive advantage by updating your technology.
10. Ensure Records are easily Retrievable:  Offices with documents on desks, floors, tablets and cabinets are prevalent. They are stuffed with documents. Incorrect mails in cellars, warehouses and garages can be discovered. Many companies use off-site storage to ensure that staff does not access data rapidly and easily. Disorder and slow reaction times influence the perception of your clients and suppliers. A mailroom management scheme can facilitate work for staff and provide better service and faster reaction times for vendors. Customer sales, higher client procurement costs, repute losses, and decreased goodwill include the loss of company expenses.

The final thoughts

The courier is closely stored and available on request using SIPL's mailroom management system. The employees are liberated from paperwork abundance and become more productive. This secure alternative automates your mailroom by sorting, categorizing and electronically distributing all new mails. Our SIPL team is prepared to hit the ground if his instance persuaded you to deploy Mailroom Management Software.

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