How a state-of-the-art mailroom redirection can set the tone for your transition to a responsive digital solution.
Physical mail might be on the decline but will still be with us for many years to come. Inbound mail and packages will still need to be sorted and delivered efficiently . . . . read more.
Physical mail might be on the decline but will still be with us for many years to come. Inbound office mail and packages will still need to be sorted and delivered efficiently. So, what does a transition from traditional mailroom to a digital mailroom involve?
| In essence, a digital mailroom converts physical mail to digital form and ensures that the right recipients receive the correct content quickly, efficiently, and in a secure manner with a state-of-the-art mailroom redirection.
Until recently, digital mail was considered merely a component of an organisation’s entire digital transformation strategy. And, for many organisations, the digital mailroom was considered a nice goal to pursue sometime down the track. Historically, the drive towards digital transformation has focused on big data, information governance, the Internet of Things, and AI in data management and workflows. But at its core, decisions on what to focus on in the transition strategy, have always been based on economic considerations. And, when instituted as part of a digital transformation strategy, digital mail was departmental (reserved for those who received the most mail) – it was not deliberately implemented enterprise-wide.
Fast forward to 2021, and the digital mailroom is now rising to the forefront, becoming a requirement for businesses to address risk management and risk mitigation. Digital mail is now an enterprise-wide decision: every department that processes transactional mail needs a digital solution and they need it now.
The COVID-19 pandemic is driving heightened interest in the digital mailroom, turning it from a “nice to have” to a critical component of a company’s business continuity plan. Receiving and processing mail remains a vital part of any company’s ability to continue operating with some level of efficiency.
This move to digital mail isn’t a short-term quick fix to a temporary work-from-home problem. The way we “do work” (and maybe life, for that matter) will be different moving forward and for this reason, the digital mailroom is essential in support of the new hybrid work model.
Managed Mailroom Services
Inbound Mail Services
With a state-of-the-art mailroom redirection, all incoming mail will be collected from a PO Box/DX location by TIMG Operations staff. Once sorted and scanned, mail will be redirected back to a central email address nominated by your business. All hard copies will be securely stored by TIMG until further advice from your business. We will also scan the front and sender’s details on all Express Post, Registered Post, Parcels, Cheques and will take instruction on the distribution of these items.
Outbound Mail Services
All outgoing mail images will be provided by the Client for TIMG to print, fold/insert and deliver to posting locations (postage charges apply).
Benefits of a Digital Mailroom Solution
Compared to physical mail, digital mail allows your employees to work from anywhere – reducing the risk of potential contamination and infection in the workplace. By definition, the Digital Mail solution limits contact with physical mail to a fraction of your staff. Mailroom and scanning operators will still need to have a ‘hands on’ role but should adhere to your Business Continuity Plans.
Recommended safety measures:
- Adequate space for social distancing
- Appropriate PPE to perform their jobs
- Closely monitoring for symptoms (incl. temperature checks and attendance QR code scanning)
About 80% of inbound mail is transactional. At the moment, mail volume is significantly reduced but will return to regular volumes. Your digital mail systems need to cover more than just scanning so that you can service your customers efficiently. Your digital mail system should be able to help you manage the work in an efficient, secure, controlled, and auditable way so you can continue to deliver high quality support to your customers – on time.
Things to consider:
- How does your staff find their work?
- How do groups of employees work efficiently on the same set of data?
Digital mail allows you to seamlessly relocate work between users or locations, ensuring that you can always bring together the labor and content to keep your operations running efficiently.
Digital mail should be considered a significant component of an enterprise’s risk management strategy as it provides operational flexibility by removing the constraints of physical mail.