Does this scenario sound familiar? At companies where document reformatting processes aren’t in use, valuable time is being wasted opening and preparing mail for interior distribution manually. Because of the large volume of mail, significant documents are frequently misplaced, put in unsecured settings, or not sent on time or to the correct person. If that describes the current condition of your mailroom, it’s time to seek the help of a document scanning company with automated mailroom services.

Why Have Files Scanned in the Mailroom?

To reply to this question, simply think of the alternative. When mail is received, sorted and delivered manually, it is often handled by several people before it gets to its intended destination. Unavoidably, important mail is often lost or damaged when handled multiple times.

Security is an even more important consideration. Presume a confidential document is opened in the mailroom, extracted from its envelope and put on a table to be read by anybody passing by. Can you accept the risk this type of security fail represents?
Are Outsourced File Scanning Services Cost Effective?

Many workforce hours and financial resources are necessary to receive, prep, scan, index and send documents to a document management system. This kind of labor-consuming back office processing sidetracks from your company’s key business processes. By delegating these responsibilities to highly-trained document management specialists, you’re free to focus on your own central business offerings.

Factoring in the economical risk associated with a security breach or the loss of important business documents, outsourcing your document scanning services at the mailroom level provides sound financial sense.

How Does File Imaging in the Mailroom Work?

Here’s an instance workflow for outsourced document management services at the mailroom level:

1. Your mail is transported to a dedicated Post Office box and delivered directly to a secure document conversion production facility.
2. File scanning specialists open each piece of mail and set it for scanning.
3. All mail is scanned and indexed considering the pre-defined fields.
4. At each stage of production, quality control procedures are followed.
5. The scanned and indexed files are pushed to a safe, web-based document management system and at the same time pushed to a workflow automation application.

The addition of electronic workflow allows smooth automation of crucial business processes. Scanned invoices, for example, can be automatically directed to the appropriate levels of management for endorsement before being sent to accounts payable for processing.

It is no surprise, then, that companies implementing this system of coordination for document management at the mailroom level and workflow automation report greatly increased efficiency in key business tasks? Expenses are reduced, safety is assured and liability is built into each process.

When selecting a document imaging company that also provides mailroom services, ensure for:

• Best-in-class scanning technology
• Customized document preparation
• Ability to scan into several formats
• Exacting quality control measures and document management system
• Certified document destruction

Secure, automated mailroom services bring increased business process competence and significant financial incentives. Delegate responsibility for opening and scanning mailed documents to your document imaging services provider. This single decision will enable your employees to concentrate on the real reason you’re in business.

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