Does this situation sound familiar? At companies where document conversion processes aren’t in place, precious time is being spent opening and preparing mail for interior distribution manually. Because of the large quantity of mail, important documents are frequently misplaced, left in unsecured settings, or not delivered on time or to the right person. If that explains the current condition of your mailroom, it’s time to look for 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 frequently handled by several people before it gets to its intended destination. Inevitably, important mail is frequently lost or destroyed when handled several times.

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

Many manpower hours and financial resources are required to receive, prepare, scan, index and send documents to a document management system. This kind of labor-consuming back office processing distracts from your company’s key business processes. By shifting these responsibilities to highly-proficient document management specialists, you’re able to focus on your own core 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 logic.

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 sent to a dedicated Post Office box and delivered directly to a secure document reformatting production facility.
2. File scanning specialists open each piece of mail and prepare it for scanning.
3. All mail is scanned and indexed based on pre-defined fields.
4. At each step of production, quality control measures are followed.
5. The scanned and indexed files are pushed to a secure, web-based document management system and at the same time pushed to a workflow automation software.

The inclusion of electronic workflow lets smooth automation of critical business processes. Scanned invoices, for example, can be automatically routed to the appropriate levels of management for approval 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 enormously increased efficiency in core business tasks? Costs are reduced, safety is assured and accountability is built into each process.

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

• Best-in-class scanning technology
• Personalized document preparation
• Ability to scan into multiple formats
• Exacting quality control procedures and document management system
• Certified document destruction

Secure, automated mailroom services deliver increased business process efficiency and significant financial inducements. Transfer responsibility for opening and scanning mailed documents to your document imaging services provider. This single decision will free your employees to concentrate on the real reason you’re in business.