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    Mailroom Automation is the automation of incoming mail processes through document scanning and document capture technologies. Companies can digitize incoming mail and automate the classification and distribution of mail within the organization. Both paper and electronic mail (email) can be managed through the same process allowing companies to standardize their internal mail distribution procedures.
    One major benefit of turning all incoming paper mail into images as soon as it is received, is the extent to which it shortens the decision cycle. Digital mailrooms allow users to receive immediate notification of a document's arrival at the company. Employees can access images in record time, regardless of where the documents were physically acquired.
    Mailroom costs not only include staff costs involved in the distribution of letters, but also the costs associated with the resending, loss or deterioration of documents. Digital mailroom implementation has a direct effect on all those costs and becomes a key element of competitiveness for the company. Another source of paper costs is the one associated with the physical storage of documents. Encouraging employees "to do without paper" will quickly lead to the reduction in the cost of excessive printing and
    copying of documents. The aim is obviously not to ban paper from the work environment but rather to set up a new coherent and secure organization that makes the use of paper superfluous.
    Incoming mail tracking has become a necessity for companies. The earlier a document is transformed into an image file, the more reliably it can be tracked throughout its life cycle. Furthermore, a scanned document becomes accessible by all authorized users (as a PDF, TIFF or JPEG file). The file created includes more than simply images; it references one or more documents in the archive database and records all the actions carried out by the people responsible for the file. The security of the process guarantees the authenticity and integrity of the document, which aligns with the records management policy of the company.
    The electronic management of incoming mail improves the handling of documents within service-oriented companies and agencies. It enhances the quality of the service offered to customers by allowing staff to instantly access customer files and answer questions immediately. Improving customer service is of fundamental importance by most companies.
  • Mailroom Automation - The Benefits of Mailroom Automation
    No matter the size, every business and organization sends and receives mail. The bigger the organization, the more crucial and complicated the mail delivery process can be. Mailroom clerks must stay organized while lifting, moving, and transporting the mail in bags or carts. Clerks or other office workers manually prepare and process the information before it is filed, mailed, or delivered. Business decisions depend upon accurate and timely delivery of this information, and moving to mailroom automation is a guaranteed way to improve your company's document design and delivery process.
    AutoMail’s document management systems have the ability to take batches of documents and pull information from pre-designated fields, expediting the indexing process. With our software you add indexing information, and receive documents that are scanned in their work queues to verify. This saves time in sorting, preparing, and verifying in your mailroom process.
    The capability to access info whenever it's needed, from any location, delivers additional flexibility not only to workers, but additionally to their constituents. Is the claims office waiting on support documentation or images to resolve a time-sensitive claim? A document management system can be set to send alerts as soon as missing info is received. Do you have business executives or agents on the road who are waiting for important mail? You can put an end to the repeated phone inquiries about the status of a piece of mail because document receipt results in immediate, automatic notification, wherever your employees happen to be, as long as they have access to the internet and your system. The arrival of new email, pictures, images, or data in the digital information repository can start a series of job-related tasks in accordance with your preset business rules.
    AutoMail’s mailroom automation solutions will cut down on time spent preparing and delivering your mail so your office can focus on other tasks and work more efficiently. If you would like to learn how our mailroom systems can work for you, call today and schedule a demo!