The Digital Mailroom

A Digital Mailroom can come in many different forms, shapes and sizes. Ultimately a Digital Mailroom represents a single corporate entry for all incoming and outgoing business documents and in some case all communications. Different types of documents are entering organisations, like paper-based mail, emails, text messages, XML content, etc. which normally come into various places and the digital mailroom enables organisations to digitise this information and make it available centrally for any of its employees. Mailrooms also work as outbound processing engines to digitise or not outbound communications such as  invoices, customer communications in a personalised or dynamic manner etc

An inbound and outbound digital mailroom can act as the digitisation and routing tool for the whole business, delivering digital content where needed by a person or a process, representing the initial step towards digital transformation.

19% of UK business use some form of mailroom automation to manage their post and in-bound communication.

What is a digital mailroom

Click the image to enlarge it.

76% ...

of companies say some inbound mail is incorrectly allocated – EDM

30% ...

believe that mishandling mail has a negative effect on their performance or reputation – EDM

1 of the 3 ...

reasons organizations continue to use paper is a “lack
of understanding of paper-free options” – AIIM

23 % ...

of UK businesses receive more than 5,000 items of inbound mail every month – EDM

Common Mailroom challenges

There are five major challenges with mailrooms:

Inefficient tracking of high-value documents

Mail processing is slow and error prone

Poor visibility of mail processing performance

Little insight into process improvement opportunities

Outgoing mail costs are not minimised

Both, the increased traffic to electronic inboxes and the physical deliveries represent a logistical problem, which creates the need for businesses to seek a way to control the incoming and outgoing paper and digital documents. Companies should consider implementing a system that can quickly and accurately bring the incoming and outgoing information together.

The mailroom should be at the heart of every organisation’s communication strategy. Having a digital mailroom solution into your business could enable you to streamline your processes and information flow and communicate more effectively.

The importance of Digital Mailrooms

Organisations are under more pressure than ever to ensure that they deal with communication and requests in a timely manner. Processing the inbound and outbound mail effectively and efficiently is crucial for every organisation. Digital Mailroom can enable businesses to:

  • Eliminate the preparation time, sorting, pre-sorting, physical delivery and filing that links physical documents to their geographic locations
  • Reduce the time and cost from manual validation, correction, exceptions, and trailing document management
  • Move from physical to digital documents
  • Move from slow, physical mail to responsive communication
  • Improve the delivery of outgoing mail solutions

The Benefits of Digital Mailroom

Every business needs information to be accurately processed in an effective and efficient manner. ProcessFlows benefits organizations with a completely automated business process that perfects the captured information by an organization and distributes it from any source.

Click the following link to view the 9 benefits of Digital Mailroom.

  • Improve Customer Service
  • Increased Efficiency and Productivity
  • Increase Revenue and Maximise Profitability
  • Improve Top Line Results
  • Control and visibility
  • Better decisions
  • Better quality of information
  • Responsiveness to performance issues
  • Enhanced customer responsiveness

Our Approach to Digital Mailroom Automation

ProcessFlows can help you transform your mailroom into a multi-channel Digital Mailroom to streamline inbound and outbound communications across your organisation

To find out more about our approach to digital mailroom automation, click here.

Why ProcessFlows for Digital Mailroom Automation?

We have a 35 year track record of success & expertise in Capture, Process Automation & Management as well as Managed & Outsourced Services

A robust approach to transformation based on partnership and supporting every step of the journey from creating a vision and plan through to project managed development, implementation, transition as well as continuous improvement and support.

Accredited end to end  expertise include Business Process Analysts, Solutions Architects and Project Managers, through to Implementation Engineers, Software developers and Multi-tiered Service desk & support operation

We are independent. We partner with leading technology providers on the market such as Kofax, Hyland, Opentext, M-Files and Microsoft. Based on these and our whole class service desk – we have also developed our own Hybrid Automation as a Service platform

For these reasons and more, ProcessFlows should be your trusted partner to support your business transformation.
Find out more by clicking here.

Our Customers

From global enterprises and government departments, to local small businesses, here are some of our customers that have partnered with us, using Digital Mailroom to transform their business operations. Click the logos to download the Case Studies.

To read all of our success stories, visit our Case Studies page.

Book an Appointment with our Expert Consultants

We offer a formal Discovery Assessment to help you understand, plan and achieve sustainable transformation and innovation.

Click here to book your appointment with Roy or Mark.

Roy Soper

Roy Soper

Business Consultant

More Information & How Can We Help?

We offer no-obligation consultations to help you identify the right approach to Digital Mailrooms for your organisation. To find out more or to book a consultation, please call +44 (0)1962 835053, email, or fill in the form below.

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