Future-proof your business with a digital mailroom

For companies that receive large volumes of physical mail, it is often more efficient to opt for a digital mailroom. A typical solution takes incoming mail and then scans, classifies and digitizes the documents. The information can then be sent directly to the relevant person in the organization in seconds via a secure mail platform. A major advantage of a digital mailroom is that it is agile and dynamic. If workers are travelling or working remotely, they can still access their mail securely, 24/7. As all the information is digitized, and can be archived off-site, there are very strong audit trails and less chance of lost or misplaced documents. As Ian Craig, Global Head of Mailroom Services at Swiss Post Solutions, states, “for banks, we receive significant amounts of sensitive and critical mail, e.g. checks, sell/buy orders, etc. We need to prove that the mail has been processed and the transactions have taken place before rigid deadlines expire. Once scanned, we can use technology to apply automation to business processes and give the client back data ready for business decisions to be made.” This approach not only helps ensure compliance in tightly regulated industries, but it also paves the way for wider digital transformation throughout the business.

Figure 3: Digital mailroom: Key drivers

Digital mailroom: Key drivers

Supporting business processes

A digital mailroom also allows companies to process communications like email, SMS or social media queries with efficiency and accuracy. Digital channels are growing in importance and are vital for providing a strong customer experience. But physical mail still accounts for the majority of communications in most organizations. For the foreseeable future, companies will have to manage both white mail and digital mail and provide a consistent experience across all channels. For example, a customer may email their bank asking for their latest account statement, but want it posted as a hard copy. This takes integrated processes across the mailroom. 
 
By digitizing and modernizing back-office operations, companies can begin to liberate their workforce. Physical office locations will become less important, saving costs and empowering workers. Lean, agile and operationally efficient businesses will be able to attract talent and serve new types of customers.

Create synergies by outsourcing related office services

Mailroom operations don’t function independently. They are interconnected with a number of other office services, such as reprographics, archiving and document management. By outsourcing these related functions as a bundle rather than as separate tasks, synergies in delivery and management can be realized.3 For example, combining a digital mail solution with office services makes operational sense. As soon as the inbound mail is digitized and processed, a copy can be automatically stored, ready for immediate retrieval. Internal service requests in areas such as admin and office support can be provided efficiently from on- and off-site service centers. Print services are another area that can be optimized on this basis, helping to reduce wastage on paper and transport. A major benefit of partnering with a single vendor is that it facilitates this type of strategic transformation. It also ensures a consistent level of service and quality across a wide range of services.

Chapters

What are the pain points/challenges when it comes to mailroom operations

Chapter 1

Discover More

Discover More about What are the pain points/challenges when it comes to mailroom operations

Reduce costs and increase quality by outsourcing physical mailroom operations

Chapter 2

Discover More

Discover More about Reduce costs and increase quality by outsourcing physical mailroom operations

Why you should partner with SPS

Chapter 4

Discover More

Discover More about Why you should partner with SPS

or Contact us for more information

+1-877-275-3677 Contact us

We are happy to provide you with more information! (1/3)

Continue to sign up and receive a call from SPS

We are happy to provide you with more information! (2/3)

We are happy to provide you with more information! (3/3)

Thank you

We are happy to provide you with more information