2009 8 Dec

Document Management System And Scanning In The Mailroom Provides Security, Efficiency And Savings.

Does this scenario sound familiar? At firms where document conversion processes aren’t in place, precious time is being spent opening and preparing mail for interior distribution manually. For the reason of the large volume of mail, significant documents are often misplaced, left in unsecured settings, or not sent on time or to the right person. If that describes the current state of your mailroom, it’s time to seek the help of a document scanning firm with automated mailroom services.

Why Have Documents Scanned in the Mailroom?

To reply to this question, simply consider the alternative. When mail is received, sorted and delivered manually, it is often handled by more than a few people before it reaches its intended destination. Inevitably, important mail is frequently lost or damaged when handled multiple times.

Safety is an even more important consideration. Presume a confidential file is opened in the mailroom, taken from its envelope and put on a table to be read by anyone passing through. Can you accept the risk this kind of security fail represents?
Are Outsourced File Scanning Services Cost Effective?

Many manpower hours and financial resources are required to receive, prep, scan, index and upload documents to a document management system. This kind of labor-consuming back office processing distracts from your company’s key business processes. By shifting these responsibilities to highly-trained document management specialists, you’re free to focus on your own central business offerings.

Factoring in the economical risk associated with a safety breach or the loss of important business documents, outsourcing your document scanning services at the mailroom level makes sound financial sense.

How Does Document Imaging in the Mailroom Work?

Here’s a sample workflow for outsourced document management services at the mailroom level:

1. Your mail is transported to a dedicated Post Office box and delivered straightly to a secure document conversion production facility.
2. Document scanning specialists open each piece of mail and set it for scanning.
3. All mail is scanned and indexed based on pre-defined fields.
4. At each stage of production, quality control measures are followed.
5. The scanned and indexed files are pushed to a secure, web-based document management system and simultaneously pushed to a workflow automation software.

The inclusion of electronic workflow lets smooth automation of crucial business processes. Scanned invoices, for example, can be automatically routed to the appropriate levels of management for endorsement before being sent to accounts payable for processing.

It is any surprise, then, that companies implementing this level of coordination for document management at the mailroom level and workflow automation report enormously increased efficiency in core business tasks? Costs are reduced, security is assured and accountability is built into each process.

When choosing a document imaging company that also provides mailroom services, look for:

• Best-in-class scanning machinery
• Personalized document preparation
• Ability to scan into several formats
• Exacting quality control measures and document management system
• Certified document annihilation

Safe, automated mailroom services deliver increased business process efficiency and significant financial incentives. Transfer responsibility for opening and scanning mailed documents to your document imaging services provider. This sole decision will free your employees to concentrate on the real reason you’re in business.