Remote working culture and COVID-19's acceleration of digital transformation activities make digital mailrooms more in demand than ever.
Many companies still get tens of
thousands of pieces of mail each month, which forces them to develop ways to
make their inbound business mail available to remote employees the same day it
is received. Alternatively, they may have delays in the processing of their
orders and longer timeframes for responding to their customers.
A regular outsourced digital mailroom solution can be accessed in 5-7
working days and will provide your employees digital access to incoming mail
the same day it is received and from wherever they are.
Continue reading to learn about the digital
mailroom process as we walk you through the journey of a mail item.
Receive
To begin, have your PO boxes
redirected to our digital mailroom production facility. Every day mail is
delivered to our facilities. It arrives in pre-sorted PO box number-based bags.
Throughout the day, couriers deliver packages to our digital mailroom.
Mail sortation
Operators in the mailroom open the
sacks and inspect the quality of the PO sortation to make sure there is no
cross-contamination in the mail. As a result, our clients can see a complete
history of all incoming business correspondence in our internal tracking
system. After that, they start putting together a delivery hierarchy based on
customer, and then start sending out letters in groups. We can filter processed
work to our customers little and often instead of mass supply by batching mail.
Preparation
To keep mail separate throughout the
entire process, each operator only handles one customer's work at a time.
Unique barcodes or conventional separators help us maintain the integrity of
our envelopes. The prep workers will remove staples, fix any crooked edges, and
identify the different sorts of work.
To move the objects to the next step,
we zap the barcodes. Monitoring the progress of each batch through the system
ensures that Service Level Agreements (SLAs) are being met. More resources can
be allocated where they are needed most…read more
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