The Benefits of Outsourcing Your Company's Mailroom Operations
22nd July 2023
Does your company have issues managing invoices or other documents when they arrive by mail? Opening, sorting and processing thousands of documents that arrive at your company by email and post can be a time consuming task, particularly if your organisation is regularly inundated with incoming mail. BPO services, such as outsourcing your mailroom, can significantly improve business processes and efficiencies within your company, as well as introduce a number of benefits that can have a positive impact on your business.
What are the benefits of outsourcing a digital mailroom?
Our digital and physical mailroom services can help save your company valuable time and money on manually sorting through incoming posts. Both services remove labour-intensive processes from your organisation and enable time to be spent on more business-critical activities. The company can manage and process any type of documents that your company receives, such as invoices, cheques, insurance claims, marketing materials and customer response forms. The major benefits of outsourcing your mail to Cleardata's manual and digital mailroom includes:
Increased process times - Automating the process of your mail room will save your company significant time in manually opening and sorting every letter
Reduced costs - Digitising and indexing your documents will save your business money in paying employees to physically open every piece of mail on-site. It also saves paper costs and storage fees.
Becoming paperless and saving office space - Having your documents digitised allows your company to become paperless and also saves office space by eliminating filing cabinets
Increase data accuracy and quality - As Cleardata provided a 200% quality checking service, data will be accurate and of high quality
Faster document retrieval - Indexing your documents allows files to be searched and retrieved faster and easier
Improve efficiency - Automating your mailroom processes increases company efficiency and productivity
How does a digital mailroom work?
When Finance, Operations or HR teams are working from home they can often find themselves making frequent trips into the office to open the mail and scan documents such as invoices, cheques, claims and application forms, in order to share information and keep business processes running.
Cleardata can alleviate the restriction of paperwork and documentation and give you a digital solution, in the form of scanning and an electronic document management system. A digital mailroom solution is the best way to support your home working staff and keep vital business processes moving.
Using a PO Box, mail is redirected to one of our facilities
Documents are then opened, prepped and scanned
Returns can be processed
Any cheques received can be scanned and digitally banked on your behalf.
All scans go through quality checking twice throughout the scanning process
Automatic data extraction is available using intelligent data capture software
Files are indexed to your specifications, whether that's name, identification number, date of birth
Your newly digitised documents can then be uploaded to Cleardox EDM (Electronic Document Management) for you to access them or sent back to you by secure FTP. Physical documentation is then held for a predetermined amount of time before being destroyed, in keeping with data protection standards
Following their upload to Cleardox EDM, a workflow can be applied to ensure your documents are sent to the correct team in your business
An emergency digital mailroom function is a great way of maintaining business continuity and keeping your processes moving, no matter what's thrown at you. With home working being so prevalent, whether out of necessity or choice, a digital mailroom solution provides staff and business with a more agile way of working. Not having to send staff in to collect paperwork and post, helps safeguard employees, go paperless and operate efficiently.
For more information about our digital mailroom services , call our team today on 0800 046 8081 or contact us.