Outsourcing inbound mail processing does more than improve mailroom efficiency.
Our solution is capable of processing very high volumes of incoming items – up to 100 documents a second. It opens the mail, scans the contents, and identifies each document. Each item is then electronically distributed directly to the appropriate email account or to the required content management, ERP, archive or legacy system.
Automatic Notifications Help Resolve Issues
BancTec’s inbound mail processing solution offers additional services, such as processing supplier invoices, extracting customer data from application forms, and automatic notifications of missing and incomplete data.
Automated notifications can save time for the employee waiting for the data, the customer who sent what they thought was a completed document, and the customer-service person called to answer questions about the delay. The notice of missing data ensures that the document is completed as soon as possible, so the business process can continue without unnecessary delays or costs.
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Which is more efficient: Delivering mountains of mail by cart throughout your facility or one inbound mail process doing document management work for everyone?
Processing high volumes of inbound mail by hand can be slow and expensive. A digital system recognizes forms, letters, invoices and other content and feeds them directly into the appropriate business processes. That kind of efficiency cuts costs and delays.
Adding Financial Flexibility
For example, instant processing of supplier invoices gives the accounting department the flexibility to process payments in a manner that best benefits the company. Accounts payable can be paid according to available cash flow, “early payment” discounts and other variables.
Manual processing is often too slow to give companies that flexibility.
Digitizing mail—capturing the content and indexing it for searchability—puts it right into the process flow and makes it visible to the right managers when they need it.
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The last thing a CEO wants to hear is, “Our marketing campaign is so successful that we have to stop it.” Or, “We need to stop growing until our mailroom can catch up.”
Is your mailroom too full, or getting there fast?
Communications from customers are vital — orders, warranties, loyalty programs, surveys, returns, complaints, rebates, coupons — and have to be processed quickly and efficiently.
But what does efficiency look like, and how do you get there?
Choose Your Strategy
Companies need a strategy for handling “too much” mail.
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Is your business trying to improve efficiency and define business processes? Mailrooms don’t have to be the last bastion of utter inefficiency. An automated inbound mail process can optimize processes and workflows throughout your business.
Organizations differ, but yours may find even more benefits of transforming your mountains of paper.
Let’s start with these seven:
1. Easy, instant transport
Mail that is scanned and converted to a digital format can be transported and routed anywhere in the world instantly.
2. Virtual data storage
Digital content can be archived quickly, efficiently and takes up very little space.
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Implementing digital mailroom solutions can result in significant process improvements and real return on investment.
But inbound mail processing doesn’t happen overnight. Once centers are up and running, there is a optimization process that needs to take place: Observe, Orient, Decide and Act, or OODA. It’s a step-by-step process of continual adjustments and optimization.
Key Areas of Optimization
Optimizing the digital mailroom once it is created is often done to meet new challenging service level agreements, reduce costs, improve delivery or to improve the utilization of operators.
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