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Exploring The Benefits Of A Digital Mailroom

By Jade Miles | 18 February 2021

Now, more than ever before, organisations of all sizes are adopting new methods and procedures in order to streamline the way in which they work. For those that didn’t already know, one of the most prominent developments within the last decade is the digital mailroom. Also known as electronic mailroom, this system will revolutionise not only your in-house postal functions but also streamline the ways in which teams and departments collaborate. Below you will find insight in to just a few of the benefits of using a digital mailroom.

Reduces Environmental Damage

As one would imagine, adapting your business processes and practices so that you are now a predominantly digital organisation will do wonders for your carbon footprint. Having excessive incoming mail can lead to an increasingly large quantity of paper simply being disposed of in general waste, which is extremely harmful to the environment and an information security risk. Physical mail is often read once, and then discarded without a moment’s hesitation. By adopting a digital mailroom solution, you are able to format all of your electronic information with ease, and you can do this without needing to waste paper documents.

Increase Overall Efficiency

There is an age-old saying within the business world that remains relevant to this day – time is money. Should you continue to use the older method that revolves around paper, you will have to delegate a number of employees to spend countless hours sorting through the documents. This manual process is extremely time consuming and takes time away from skilled individuals that could be focusing on other core business tasks. If you are looking for a cost-effective solution for receiving high volumes of letters, look no further than a digital mailroom.

Improved Service for Clients

One of the most important factors that contribute towards a company’s success is the ability to consistently provide top-tier client care. This is imperative should you wish to remain competitive within your industry, after all, client satisfaction tends to be reduced when queries are left unanswered. A huge difference between paper and electronic mail is that when things are in digital format, it is not only easier to read, it is also significantly more convenient to respond to.

Better Regulatory Compliance

Regardless of the industry, organisations across Europe are required to adhere to a number of growing governmental regulations regarding client confidentiality and personally identifiable information (PII). Identity fraud has become an increasingly prevalent issue in recent years, so the storing of information must be closely monitored. By adopting the method of document scanning and digital ingestion utilising a digital mailroom, you are able to hide confidential information behind extra layers of security, subsequently reducing the chances of content being lost. In the long-term, this is an excellent way to reduce costs.

Departmental Collaboration

There is a reason departmental collaboration is the last point in our list, this is because it is the most overlooked benefit of utilising a digital mailroom. More often than not documentation received by a business or organisation needs to be reviewed by multiple departments or teams. Individuals may be on different floors, in different buildings or even different countries. Unlike traditional post, which needs to be reposted or scanned and emailed, digital mailrooms allow users to assign to individuals or other team queues for review. Not only does this save time and money, and remove the risk of a data breach, it also helps build interdepartmental relations.

About OASIS Group

Are you looking for a digital mailroom solution but unsure of where to start? We believe that we can provide an incredibly beneficial service. We have decades of experience providing records and information management services to organisations of varying size and industry. We also have over 1,700 Team Members committed to providing outstanding support to our clients.

If you would like to speak with one of our specialist team to find out more about the services we provide, including digital mailroom, please complete our online quotation form.

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