What is a Digital Mailroom?

Digital mailroom management allows you to capture paper at the point of arrival in a digital mailroom so that business processes are streamlined and information is managed electronically from the start.

The modern digital mailroom streamlines document-centric business processes downstream, capturing paper at the point-of-entry so that information is processed electronically from the start. Mailroom management extends the benefit of a digital mailroom across the company, making information available to the right people and integrating files into system workflows. All activities are electronically recorded, generating a full and complete audit trail from the moment documents arrive.

Smart mail with electronic mailrooms

With a digital mailroom, immediate improvements are possible in areas of customer service, back-end business processes, and records management. For example, customer inquiries or correspondence is received and processed faster. Invoices, claims, and form-based documents are imaged upon arrival and can be routed immediately in electronic workflows. In cases involving sensitive or regulated information, immediate capture of documents reduces financial risk that might otherwise result from paper files being lost or misplaced after they are received.

Benefits of a digital mailroom

  • Paperless mail delivery and file management
  • Documents digitized upon arrival
  • Paper converted to process-ready electronic files
  • Audit-trail established from the beginning
  • Automation of customer correspondence
  • Capture of regulated or sensitive mail

Mailroom management made easy

Mailroom management converts mail and paper-based files so it can be electronically shared, stored, and used in downstream business process with greater efficiency. As paper arrives and is converted to electronic format, Document Locator indexes the content of documents for immediate searchability. Key elements of data from within the paper files can be captured and used to categorize (metadata), organize, and route information. For example, account numbers or barcode information can be read and the data used to send files to the correct people, records management polices can be applied, automated workflow steps can be engaged, and more.

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Learn more about mailroom management and Document Locator.