Scanning and the Digital Mailroom

To never open, sort and distribute a piece of business mail again? Seems like a dream doesn’t it? Companies still battle with managing their incoming paper trails. For organisations that deal with a large number of suppliers and customers across different sectors, paper documents remain the dominant business medium.

What is a digital mailroom and how does it work?

In simple terms, a digital mailroom is an outsourced service where your post is delivered to a PO Box, sorted, scanned, and uploaded to a convenient location for you to read it. The post is sorted to your own personal specifications, we can weed out the junk mail, we can bank your cheques, and we can sort it, so the right person gets the right mail.

Papershrink are different to other digital mailroom providers, as we do not use digital mailroom software that needs to be installed. We can upload into your existing electronic document management system, offer you an online option, FTP your scanned mail, or email it to your inbox. We provide a complete bespoke service for you to read your mail remotely or locally on your own PC. If you decide to use Papershrink’s online hosting system, all your scanned mail is held online and backed up with us, indefinitely. You get a disaster recovery solution for free.

The benefits are immediate for both large and small companies.

The digital mailroom demands a very quick turnaround from receipt of mail at Papershrink’s premises to the mail being available for viewing or downloading as a PDF. You will get dedicated production team members who will sort your post, prepare it and scan it. We also have a customer services executive who will help you every step of the way as you set up your mailroom and with any queries you may have in the future.

Are you part of a business with multiple locations or which has over 250 employees?

Or

The owner of a small business?

Large businesses

Outsourcing the post room can bring a number of immediate benefits and cost savings to the organisation.

• Saves money: Outsourcing your post room offers you a more flexible cost base, which varies directly with actual throughput, therefore reducing overheads.

• Saves space : Once the post room has been outsourced you can re-assign staff and use the space for anything else you may need it for.

• Saves time: No more time wasted opening and delivering mail to the correct department or person.

• Enhances productivity: Looking for information either for the finance department or for the customer service department, is very quick and easy, using a digital mailroom. Customer queries are answered from the desk rather than having to hunt around and find customer correspondence. Invoice queries are answered immediately and important documents are stored securely, either with Papershrink or in your own company’s document management system.

• Geography: Do you have employees working from home or hot desking regularly? Online hosting means it does not matter where you are or what time it is, your files are available to you 24/7. If your organisation is spread over a large geographic area, gathering all the mail online and in one place reduces the need for a mailroom.

• Paperless environment Having a digital mailroom is a step on the ladder of achieving a paperless office and helping towards that environmental certificate. You will also have a disaster recovery solution in place in case anything disastrous happens

 

 

If you own an SME then read on…

If you own a small business then it is highly likely you do not have a mailroom and receptionists available to take in your mail, open it and action the contents.

Papershrink will take delivery of the company’s mail, sort it to your instructions accordingly, scan it, upload it, email it, or FTP it, ready for you to read.

There are no set up fees with the digital mailroom. You pay a monthly fee, decide what you want scanning and uploading and there you go … the mailroom is set up.

There is no expensive bespoke software involved. You have a user name and password, go online and your mail is scanned and uploaded daily ready for you to read from any location, using the eFILE-it system. If you have your own system, we can upload into that as well, in fact.

Do you work from abroad and have clients in the UK? Access your mail from the UK online and daily from anywhere in the world. Not only can we scan your mail but we can scan any other documents you wish to have access to.

With a digital mailroom, you can also work from home but have all your business post sent to Papershrink. Handy if you do not have a business address yet.

You will also have a disaster recovery solution in place. Storing your documents online is a much safer option than filing your business mail on your premises or at home.

If you would like a free trial and see just how a digital mailroom can benefit your business please either apply online or call us.

Download the factsheet here >>>