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Seven reasons why you need a Digital Mailroom

By Sylvia van Hoorne | 1 December 2022

Do you work in an organization where hundreds of documents are received by mail, digital or physical, and then need to be sorted as they arrive? Mail might arrive in many places within your organization and then needs to reach the right department/person. Tracking the mail and the correct classification play an important role here, so that the mail does not get lost. This is all very labor intensive and a fairly large cost item. The digital mailroom can be the right solution for this.

With the digital mailroom, all possible processes are automated and this offers several advantages such as:

Can be viewed digitally anytime, anywhere

Analogue incoming mail, or physical incoming mail, is scanned and thus digitized and can immediately be forwarded in the desired format and extension to the relevant department and person(s). Both digitised mail and originating digital mail is then accessible via a secure server so that it can be viewed digitally anywhere 24/7.

Ideal solution for home workers

It is no longer necessary to come to the office to pick up or inspect the mail yourself. Mail at the office no longer needs to be scanned or manually forwarded/faxed. This of course gives much more flexibility, especially if working from home is an important part of The New Way of Working within your organization. Mail is delivered digitally to the right person(s) regardless of workplace and time of day as this process is automated.

Faster processing of incoming correspondence

Because digital mail is delivered to the right department/person, questions can be processed and handled faster and response time and customer handling is also reduced. This allows you as an organisation to work in a more client-oriented way because incoming correspondence is processed quicker, and clients can also respond much faster. A win-win situation for both parts.  

Time and cost savings

Because fewer manual operations are required, a lot of time is saved, and operational costs are reduced. Just think of manual operations such as storing mail (temporarily), sorting it, delivering it and perhaps keeping track of whether or not mail has been received when someone is not in the office. This is now a thing of the past with the digital mailroom. Mail is scanned, optionally data can be classified and extracted, and then delivered.

Automatic classification and recognition of incoming mail

Each type of document (such as invoice, application form or contract) is classified based on image, text, lines and separator sheets and made readable (to the software) by means of OCR (Optical Character Recognition). OCR is a technique that reads letters, numbers and punctuation marks from a document so that they can be edited and archived.

This gives the advantage that more value can be extracted from your data than with digitisation alone. OCR offers many advantages such as making documents searchable which increases findability and enables advanced document classification and data recognition/extraction. In addition, it is possible to convert letters, forms and contracts to editable text like a Word file.  

Automatic distribution

Incoming mail is delivered directly into any system via direct file transfer (VPN) and can also be automatically forwarded to the mailbox(es) of the appropriate department and/or person based on preconfigured workflows. Complaints can then be automatically forwarded to the Customer Service Department and invoices to the Administration Department.

Fewer human error

As daily routine operations and checks are digitised, there is less chance of human errors. With manual operations, of course, mistakes creep in more easily and can lead to problems. Especially currently when clients, customers and legislators are increasingly demanding more and more in terms of GDPR and compliance.

Would you like to get in touch with OASIS and discuss options for your organisation? Fill out our online form here, and one of our digital mailroom experts will contact you soon.

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