How Can a Digital Mailroom Help You Comply with GDPR?

GDPR is something that every business has to comply with. It ensures that everyone’s personal and sensitive information is kept safe and out of unauthorised hands. There are many ways in which this can be done, and countless businesses continue to be GDPR-compliant through traditional methods. However, not every company has thought about the benefits to be had by having a digital mailroom. Most notably one of those benefits is the ability to comply, effortlessly, with GDPR rules and regulations. Here’s how a digital mailroom can help you comply with GDPR.

 

What is a digital mailroom?

A digital mailroom involves automating incoming mail processes. In order to do this, document scanning and document capture software and technology needs to be used. It’s a digital way of classifying and distributing mail throughout the organisation and beyond, as and when needed. It is a process that can be implemented within the company, onsite, or it is something that can be outsourced to document management companies, such as us here at Cleardata. 

 

How can a digital mailroom help you to comply with GDPR?

There are many ways in which a digital mailroom can help you to comply, absolutely, with GDPR. One of the most obvious benefits of a digital mailroom is that it is just that – digital. The very fact that it is contained within a secure and safe system gives your incoming paperwork the ultimate protection against theft, loss and natural disasters. 

The sole aim is to ensure your paperwork does not fall into the wrong hands, and a digital mailroom is the very best method of keeping your incoming documentation safe from prying eyes. In addition, a digital mailroom is often password-protected, meaning that only authorised personnel will be able to gain access to those records. 

There are also certain pieces of digital software that will automatically delete documentation as soon as the deadline is reached for you to destroy documents under GDPR rules and obligations. A digital mailroom gives you peace of mind that you’re conforming, completely, with GDPR regulation. This is but one of the benefits to be had by implementing a digital mailroom for your business today.

 

What are the other benefits of a digital mailroom?

Aside from helping you, your employees and your company to comply with GDP rules, there are many other advantages to be had by implementing a digital mailroom. From allowing for hybrid working to helping to mitigate human error during certain processes, you’ll have nothing to lose and everything to gain by adopting a digital mailroom. 

 

It allows for hybrid working

A digital mailroom can be accessed remotely, from anywhere and at any time. This means that a digital mailroom is perfect for companies that have adopted a hybrid working pattern or for those businesses who have gone remote 100% of the time. No matter where you might be located, there’s no need to be onsite to access a digital mailroom as they can now be accessed remotely in a safe and secure capacity. Most of the time, businesses choose to have their digital mailroom password-protected, so as to ensure only authorised personnel are able to see incoming mail.

 

It enables automatic recognition & classification

When combined with other technologies, such as RPA, for example, a digital mailroom has the potential to extract certain data entries from incoming mail. For example, a digital mailroom may be able to pick out details such as a name, a date of birth or an account number in order to distinguish that record from another. 

As well as making it easier for the employee to find accounts, it also saves time in terms of attaching additional information to files, such as a date of birth or invoice dates, etc. It will then have the ability to classify the information it has picked out. All so your employees do not have to. 

 

It reduces environmental damage

A digital mailroom limits the amount of paper you’ll be housing at your premises. It also means that you’ll be getting rid of less paper waste. This is because it simply cannot be generated if it’s all saved in a digital format. Not only does this help to save the planet and reduce your carbon footprint, but it also saves space in your office as you will no longer be requiring the use of filing cabinets and shelving units to house your records. This frees up more space for additional equipment, furniture or it may even afford you the space to hire additional staff members. Either way, switching from physical to digital documentation formatting is a win-win for all involved.

 

It increases overall efficiency

A digital mailroom has the ability to automatically extract and classify information into different folders, files and records. As a manual task, this can take up a considerable amount of time. Therefore leaving no time for staff to fulfil their other duties. With a digital mailroom, they’ll be able to locate and access the files needed almost straight away. All without the need to sort and classify documentation themselves first. It cuts an entire step out of the process, therefore making for a more efficient way of working.

 

It mitigates human error

Sorting and classifying documents can be laborious and time-consuming when done by a human. However, a digital mailroom mitigates the chances of human error coming into play. For example, as one becomes increasingly fatigued by laborious tasks, their concentration may lapse, therefore resulting in a mistake. 

You will not have to worry about this happening if you allow a digital mailroom to do it all instead. It decreases the chances of errors occurring. Although it’s important to note that it does not completely eradicate the risk of errors. You must allow for teething issues when implementing new technology and software. But you also need to train your staff in its usage. 

 

It can improve services for clients & customers

When combine an increase in efficiency and productivity with a decrease in human error, you get an improved customer service. Your customers can expect faster delivery times, quicker response times and an immediate enrolment into your system. A digital mailroom can also be combined with other technology to set reminders to contact customers, for example. As well as other helpful capabilities and functions. This is what keeps your customers and clients happy, regardless of the industry you might work in.

 

It reduces cost & saves money simultaneously

Sending and receiving physical documentation can be a costly task for your business. Not only are you having to pay for resources such as paper, pens, staples etc, but you will also have to pay postage. In some cases, you may also face fees to receive physical paperwork. Although this depends on the courier and where it has come from. A digital mailroom renders such requirements useless. You will have no further need to buy paper or pay postage costs when it can all be done digitally. 

 

Cleardata is able to offer digital mailroom services to a wide range of different industries and sectors. If you would like further information about the digital mailroom services we have available, get in touch with a member of our friendly, professional team today – we’re always pleased to hear from you.