For organisations with several departments, the simple process of opening mail could take hours! Not only does our digital mailroom save employees time and resources, but also improves the visibility of information entering the business. Offering a same-day mail scanning service, we will collect, digitise, and upload the scanned mail into dedicated employee or department folders within your chosen document management system for instant and secure access. 

Cull’s Digital Mailroom solution automates the capture of all incoming mail and delivers structured electronic information to workflow processes, business systems, and content repositories. A digital mailroom solution replaces manual processes for managing high volumes of information from a wide variety of sources – it provides touchless processing solutions that reduce the effort to understand incoming information and decide what to do with it and where to send it within the organization.            

So, where do we start?  

Let us look in more detail at Cull’s Digital Mailroom solution, the technology, and processes required. 

When opening mail, inbound documents in most businesses arrive in either paper or digital format. An effective process must encompass both, treating mail in a uniform way, following the same classification, action, and routing process. 

It arrives, it needs opening! And this is the starting point for the technical revolution. Automated envelope openers and separators will help speed up this part of the process, working up to 100 times faster than manual workers. And whilst envelopes arrive in all manner of shapes and sizes, the technology exists to cope with this variation.  

Separation 

The task of separating the mail into its component parts is still a manual process. Each piece of mail needs sorting according to the number of documents in the envelope to ensure multi-page documents are scanned and classified as one. QR codes or barcodes act as separators to automate the separation process when feeding documents into scanning machines. Physical attachments such as staples and paper clips will of course need to be removed prior to scanning.   

Scanning

Advanced scanners, which are designed for handling huge volumes of mail, have robust paper feeds that can handle paper that is up to A3 in size. Both sides of a sheet can be scanned simultaneously, and any blank pages can be removed.

Scanning to a high-quality resolution is imperative to allow for accurate optical character recognition (OCR) required for the next process of classification. Speeds of up to 200 pages per minute can be expected. Scanned documents are now in electronic format, just like emails, and, at this stage, all mail is handled according to set company protocols.  

Classification   

Classification of correspondence is required to aid the routing and distribution process, in order to identify which department the correspondence should be sent to.

Classification needs to mirror the structure of the company i.e. it must be departmentalised according to whether it is destined for the accounts department, sales, marketing, HR, and so on. Rules are set up so that the software treats incoming mail according to its content and OCR technology will identify certain parameters to help it direct mail accurately.

For example, it can be programmed to search for the word ‘invoice’, ‘order’, ‘job application’ etc. It is helpful to introduce a system of document coding, using reference numbers that can be easily associated with a department, or even an individual within a department. The more sophisticated this area of the process is, the more accurate the routing of mail will be.    

Verification   

Inevitably, there will be items of mail that cannot be recognised, though over time this will diminish as the system ‘learns’ new key identifiers. Classification technology allows for setting confidence thresholds in which any documents of concern are sent to the verification team for human intervention. This ensures a high degree of accuracy to ensure documents are not misrouted or stuck in the wrong queue. 

Routing  

The distribution process can be programmed to consider the workload of everyone in a department carrying out the same role, to distribute work evenly, and to allow for employee absences.  This ensures minimum time delays in dealing with the correspondence. Cull’s Digital Mailroom technology can be designed to integrate at this stage with existing business systems. Emails can be sent, databases updated, and queues fed evenly.  

Electronic Storage  

With the intelligent recognition working out what all the documents are, and with the routing making sure the documents are sent to the right people, the next step is to ensure the documents are kept secure in a central location. A document management system installed as part of a Digital Mailroom solution provides a secure repository for inbound documents. It also enables fast retrieval at any point in the future of any of these documents using a simple search.  

COVID-19

Digital Mailrooms provide an additional benefit during the current COVID-19 pandemic in that all mail is instantly available to staff who are working from home. Even when staff are in the office, digital mail is available on your computer so aids social distancing and reduces touch points. 

Contact Us Today

Digital Mail has long been a smart move for businesses looking to save time, improve efficiencies and develop a competitive advantage, but with the COVID-19 pandemic, you can now protect your staff and better enable remote working practices. 

Contact us today to find out more about Cull’s paperless solutions and discover how our Digital Mailroom can transform your business.

Many businesses still receive a large volume of inbound mail each and every day. This mail is typically opened, sorted, categorised and distributed across the business to the relevant teams. This requires a mailroom and a team of staff who can manage this process. 

Then came COVID-19 and we all started working from home. Now, running a mailroom and distributing that mail is more complicated than ever before. This a difficult, time-consuming process further complicated by remote working to help combat the pandemic. 

Digital mailrooms, whilst not an entirely new concept, are perfectly suited to help simplify mail in modern businesses that may have some or all staff working from home or different locations. 

With a digital mailroom, your post is routed to a third-party organisation who then open, sort, scan, index and electronically distribute your incoming post. This provides secure, instant access from any location in the world – all you need is a web browser. 

Digital mailrooms have been attractive for some time now, as with all smart digitisation, they improve operations whilst saving time and money for the business. But now, in the age of COVID-19, digital mailrooms now provide further benefits, simplifying access for remote workers and removing risks associated with physical contact and sharing of documents. 

In this article, we take a look at 5 key benefits of Cull’s Digital Mailroom service for businesses that are forging on and looking to stay operational and competitive during the COVID-19 pandemic.

1. Improved Remote Working

  • Give your remote teams the ability to access and manage daily post digitally online.
  • No more physically handling and distributing mail. Move to Cull’s Digital Mailroom solution where your mail is digitally available 24/7 from anywhere on any device.
  • Get mail out to your teams faster and give them the power to securely access documents and manage their tasks from the office, at home, or on the go.

2. Improved Efficiencies and Response Times

  • Cull’s fast digital mailroom process of inbound mail gives you the ability to have mail delivered digitally into your workflow within just a few hours of the mail coming through the door. This increase in response times will improve service quality and customer service as well as speeding up cash flow.
  • Cull’s Digital Mailroom service allows organisations to focus on key business areas, to maximise value, and increase productivity.

3. Reduce Costs 

  • Most of Cull’s Digital Mailroom clients see a reduction in cost and return on investment within the first month.
  • Many organisations do not realise the amount of resources and money lost simply opening, sorting, and distributing mail. With Cull’s Digital Mailroom, you could use this resource to focus more on key performance duties and save on the overhead cost of an internal mailroom.

4.  Keeping You Safe and Compliant 

  • All documents are captured and recorded upon entering the organisation, giving you fewer touch points on paper mail and no chance of business-critical post getting lost or misplaced.
  • Paper records are digitised and audit trails are secured.
  • With our Digital Mailroom, categorising, maintaining and retrieving legal documents is made quick and simple. This means no more storing in filing cabinets or trying to find the key for the archive room.

5.  Reclaimed Operations Space

  • Outsourced mail operations can free up space for other business needs allowing the organisation to condense its physical footprint for cost reduction and social distancing.

Are you ready to go digital?

Paper mail is still an important part of many businesses. But, utilising a digital mailroom allows you to save money, speed up mail processing, make mail available remotely to staff, and helps you create a COVID-19 friendly workplace. 

To find out how you can improve efficency,  reduce costs and operate in a COVID-19 secure way with a digital mailroom – get in touch today.