2009 10 Dec

Document Management System And Scanning In The Mailroom Offers Security, Competence And Savings.

Does this situation sound familiar? At firms where document reformatting processes aren’t in place, precious time is being wasted opening and preparing mail for interior distribution manually. Because of the large quantity of mail, significant documents are frequently 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 look for the help of a document scanning firm with automated mailroom services.

Why Have Documents Scanned in the Mailroom?

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

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

Many workforce hours and financial resources are necessary to receive, prep, scan, index and send documents to a document management system. This kind of labor-intensive back office processing sidetracks from your company’s key business processes. By shifting these responsibilities to highly-proficient document management specialists, you’re able to focus on your own central business offerings.

Factoring in the economical risk associated with a security breach or the loss of important business documents, outsourcing your file scanning services at the mailroom level provides 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 sent to a dedicated Post Office box and delivered directly to a secure document conversion production facility.
2. Document scanning specialists open each part of mail and prepare it for scanning.
3. All mail is scanned and indexed considering the pre-defined fields.
4. At each step of production, quality control measures are followed.
5. The scanned and indexed files are pushed to a safe, web-based document management system and simultaneously pushed to a workflow automation application.

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

It is no surprise, then, that companies implementing this system of coordination between document management at the mailroom level and workflow automation report enormously increased efficiency in key business tasks? Costs are reduced, safety is assured and liability is built into each process.

When selecting a document imaging company that also offers mailroom services, ensure for:

• Best-in-class scanning technology
• Personalized document preparation
• Ability to scan into multiple formats
• Exacting quality control measures and document management system
• Certified document destruction

Secure, automated mailroom services bring increased business process efficiency and significant financial inducements. Transfer responsibility for opening and scanning mailed files to your document imaging services provider. This single decision will free your employees to focus on the real reason you’re in business.