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Explained: The Digital Mailroom Operation Process

 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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