2009 11 Dec

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

Here’s an instance workflow for outsourced document management system 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 piece of mail and prepare 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 documents are pushed to a safe, web-based document management system and at the same time pushed to a workflow automation application.

The addition of electronic workflow allows smooth automation of critical 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, safety is assured and accountability is built into each process.

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

• Best-in-class scanning machinery
• Customized document preparation
• Ability to scan into several formats
• Exacting quality control procedures and document management system
• Certified document destruction

Secure, automated mailroom services bring increased business process competence and significant financial incentives. Delegate responsibility for opening and scanning mailed files to your document imaging services provider. This single decision will enable your employees to concentrate on the real reason you’re in business.