Does this scenario sound familiar? At firms where document conversion processes aren't in place, valuable time is being spent opening and preparing mail for internal distribution manually. Because of the large volume of mail, important documents are often misplaced, left in unsecured settings, or not delivered on time or to the right person. If that describes the current state of your mailroom, it's time to seek the help of a document scanning company 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 several people before it reaches its intended destination. Inevitably, important mail is often lost or damaged when handled multiple times.
Security is an even more important consideration. Suppose a confidential document is opened in the mailroom, taken from its envelope and left on a table to be read by anyone passing through. Can you afford the risk this type of security breach represents?
Having your key business documents scanned at the point of entry into your company eliminates each of these risks and automates the flow of documents into your firm. Documents mailed together remain together ensuring integrity, workflow processes are enhanced by efficient and accurate delivery of electronic documents and security is preserved.
Are Outsourced Document Scanning Services Cost Effective?
Many manpower hours and financial resources are required to receive, prep, scan, index and upload documents to a document management system. This kind of labor-intensive back office processing distracts from your company's key business processes. By shifting these responsibilities to highly-trained document management specialists, you're free to focus on your own core 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 makes sound financial sense.
How Does Document Imaging in the Mailroom Work?
Here's a sample workflow for outsourced document management services 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 step of production, quality control measures are followed.
5. The scanned and indexed files are pushed to a secure, web-based document management system and simultaneously pushed to a workflow automation application.
The inclusion 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 approval before being sent to accounts payable for processing.
Imagine the efficiency your firm will realize when this level of process automation is in place. No longer are business documents received in the mailroom, hand sorted and delivered, only to be handled manually once again and rerouted for delivery to another person. Workflow automation applications allow documents, information and tasks to pass from one participant to another quickly and seamlessly for action, based on user-defined procedural rules. Activity is also tracked ensuring compliance of regulatory guidelines.
It is any surprise, then, that companies implementing this level of coordination between document management at the mailroom level and workflow automation report greatly increased efficiency in key business tasks? Costs are reduced, security is assured and accountability is built into each process.
When the right information is delivered to the right person in a timely manner, logjams are eliminated. A paperless system allows forms, files and images stored electronically to be streamlined for accelerated completion of critical business decisions and activities.
How to Choose a Document Management Company with Mailroom Services
When selecting a document imaging company that also offers mailroom services, look for:
· Best-in-class scanning technology
· Customized document preparation
· Ability to scan into multiple formats
· Exacting quality control procedures and data tracking systems
· Certified document destruction
In addition, a professional mailroom services vendor will exhibit outstanding customer service and have the flexibility to process, scan and index mail into your document management system either on-site or off-site.
Secure, automated mailroom services deliver increased business process efficiency and significant financial incentives. Transfer responsibility for opening and scanning mailed documents to your document imaging services provider. This single decision will free your employees to focus on the real reason you're in business.
Source:http://ezinearticles.com/?Document-Scanning-in-the-Mailroom-Offers-Security,-Efficiency-and-Savings&id=2855265
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 several people before it reaches its intended destination. Inevitably, important mail is often lost or damaged when handled multiple times.
Security is an even more important consideration. Suppose a confidential document is opened in the mailroom, taken from its envelope and left on a table to be read by anyone passing through. Can you afford the risk this type of security breach represents?
Having your key business documents scanned at the point of entry into your company eliminates each of these risks and automates the flow of documents into your firm. Documents mailed together remain together ensuring integrity, workflow processes are enhanced by efficient and accurate delivery of electronic documents and security is preserved.
Are Outsourced Document Scanning Services Cost Effective?
Many manpower hours and financial resources are required to receive, prep, scan, index and upload documents to a document management system. This kind of labor-intensive back office processing distracts from your company's key business processes. By shifting these responsibilities to highly-trained document management specialists, you're free to focus on your own core 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 makes sound financial sense.
How Does Document Imaging in the Mailroom Work?
Here's a sample workflow for outsourced document management services 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 step of production, quality control measures are followed.
5. The scanned and indexed files are pushed to a secure, web-based document management system and simultaneously pushed to a workflow automation application.
The inclusion 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 approval before being sent to accounts payable for processing.
Imagine the efficiency your firm will realize when this level of process automation is in place. No longer are business documents received in the mailroom, hand sorted and delivered, only to be handled manually once again and rerouted for delivery to another person. Workflow automation applications allow documents, information and tasks to pass from one participant to another quickly and seamlessly for action, based on user-defined procedural rules. Activity is also tracked ensuring compliance of regulatory guidelines.
It is any surprise, then, that companies implementing this level of coordination between document management at the mailroom level and workflow automation report greatly increased efficiency in key business tasks? Costs are reduced, security is assured and accountability is built into each process.
When the right information is delivered to the right person in a timely manner, logjams are eliminated. A paperless system allows forms, files and images stored electronically to be streamlined for accelerated completion of critical business decisions and activities.
How to Choose a Document Management Company with Mailroom Services
When selecting a document imaging company that also offers mailroom services, look for:
· Best-in-class scanning technology
· Customized document preparation
· Ability to scan into multiple formats
· Exacting quality control procedures and data tracking systems
· Certified document destruction
In addition, a professional mailroom services vendor will exhibit outstanding customer service and have the flexibility to process, scan and index mail into your document management system either on-site or off-site.
Secure, automated mailroom services deliver increased business process efficiency and significant financial incentives. Transfer responsibility for opening and scanning mailed documents to your document imaging services provider. This single decision will free your employees to focus on the real reason you're in business.
Source:http://ezinearticles.com/?Document-Scanning-in-the-Mailroom-Offers-Security,-Efficiency-and-Savings&id=2855265
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