Information and ‘mail’ comes into your business in a variety of ways; on paper via traditional mail, in an email, in a fax, from your website and through any other incoming information sources you have.
The ‘mailroom’ dates back to when the majority of the incoming communications in business were via physical documents sent in the post. For many companies, this is still what they’ll think of as ‘the mailroom’, a place where paper mail comes into the business, is sorted and then distributed to the correct people.
In some ways, this process has become more complicated by the introduction of digital mail, be it an email, instant message or a message left through the website or an app. All of this information still needs to reach the intended recipient regardless of where it came from, especially in a world where timely customer and supplier communication is key.
In effect, the mailroom is a core back-office business process that can often be inefficient - it takes a lot of resources to sort and distribute mail.
Will it automate?
Yes. By finding a way to capture all of the incoming mail into a business, no matter the method of communication, businesses can start to consider automating the sorting and distribution of the mail.
Xenith’s Digital Mail solution does exactly this. By capturing all of the incoming mail and then digitising any physical mail, it’s possible to automatically analyse and sort the documents before distributing it to the correct recipient.
A Digital Mailroom enables secure storage of documents and therefore reduces the likelihood of losing information. At the same time, automating the entire process will reduce the need for manual interventions, cutting down the risk of errors.
This is particularly important when dealing with any sensitive information that shouldn’t end up in the wrong hands.
The benefits of automating incoming mail
By implementing an automated incoming mail solution, organisations can take advantage of a number of benefits, including:
- Increased efficiency and productivity
- Control and Visibility
- Reduced document storage space
Increased Efficiency and Productivity
With home and mobile working on the rise, it’s not always possible for employees to access their messages, especially when it’s sent as a physical document. Currently, the process might even be to either send it on (again, through physical mail) or for someone to open the document, scan it in and send it via email. This can be time consuming.
With the Digital Mail solution, everything is digitalised and sent to the recipient in a timely manner so they can access it wherever they are and respond to the communication as needed.
Control and Visibility
With an automated solution, it’s possible to control how the mail comes in, how it’s sorted and by what channel it’s then distributed to the recipient.
Reduced Storage Space
As documents are digitalised, there is less of a need to store paper mail as it’s all securely stored digitally. This means a company can reduce storage space and potentially even reduce costs as well.
Automating incoming mail is a great way to give time back to employees and make sure that everyone can access their mail as and when they need it in the format they want it.
It also allows organisations to embrace mobile working while making it easier for all employees to receive and sort their communications from customers, suppliers and even internally.
Find out more about our Digital Mail solution here, or head over to our Intelligent Workplace Services page to see what other services we offer.