The mailroom initially intended to process paper mail, is facing a drop in volume with the arrival of the digitization of business processes. The mail room has evolved from the management of physical mail to so-called “hybrid” mail, to arrive today at 100% digital. Hence the expression used today is “digital mailroom”.
It is essential today that an organization be able to manage multiple pieces of information from different sources: paper mail, PDF documents, emails, phone calls, etc.
This information represents the richness of the company and is all too often heterogeneous and unstructured. More so, since the evolution of new technologies which multiply the modes of communication and the points of access to information: social networks, chats, SMS, and forms.
The digital mailroom must consider all the flows and be the central link to guarantee compliance and electronic distribution to the departments.
The Challenges of a digital mailroom :
With the digital mailroom, 2 keywords: agility and performance!
- The circulation of information: ensure the traceability, the conformity of your information, and the respect of quality commitments that can lead to certification.
- The fluidification of exchanges to avoid silos: allows the increase of reactivity times and the reduction of processing times for more productivity.
The Benefits of the digital mailroom :
The entry point for all your organization’s multi-channel flows
Minimize physical handling thanks to the automation and mechanization of tasks specific to your documents as well as the digitization and indexing of these. The digital mailroom also adapts perfectly to the rules of your organization, which will facilitate processing compliance.
The digital mailroom is the single point of entry for all the information of your paper and digital organization thanks to its integration of natively digital flows (web form, etc.).
Dissemination of information and optimization of processes
Take advantage of real-time access to documents for all your company’s departments and accessible anywhere.
Thanks to the workflow tools integrated into the Electronic Mail Management (EGC) solutions, your business processes are then easily modeled and can be pre-configured. Automated agents can intervene within these workflows to execute actions and assign tasks to users and services (decisional workflows).
Creation of added value
The digital mailroom facilitates collaborative work and monitoring of processing times. Even teleworking and remotely, will ensure the continuity of your business.
And thanks to more responsiveness, will increase customer satisfaction. Ensure the traceability of all document-related events, which will allow you GDPR compliance.
The digital mailroom will participate in the overall performance of your organization by responding to the structuring of information to no longer seeking information, reducing the time for responding to letters, and saving time to devote your efforts to tasks with higher added value.
Docbyte provides Digital mailroom solutions that help you implement a more efficient and effective Electronic Mail Management solution.
