2009 11 Dec

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

Does this scenario sound familiar? At firms where document conversion processes aren’t in use, valuable time is being spent opening and preparing mail for internal distribution manually. For the reason of the large quantity of mail, important documents are often misplaced, left in unsecured settings, or not sent on time or to the right person. If that describes the current condition 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 opened, sorted and delivered manually, it is often handled by more than a few people before it reaches its intended destination. Unavoidably, important mail is frequently lost or damaged when handled multiple times.

Security is an even more significant consideration. Presume a confidential document is opened in the mailroom, extracted 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 Document Scanning Services Cost Effective?

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

Factoring in the financial risk associated with a security breach or the loss of important business documents, outsourcing your document scanning services at the mailroom level provides sound financial logic.

How Does Document Imaging in the Mailroom Work?

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.