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Why a digital mailroom should be your next step towards digital transformation

Microform Branding - Envelope design on computer screen.

From companies in the heart of London, through to SMEs based in and around Yorkshire, Microform is currently helping organisations throughout the UK in their next steps to digital transformation.

Including helping companies move onto cloud management systems among other aspects, one of our newest offerings is our digital mailroom service.

What is a digital mailroom?

Put simply, a digital mailroom is the capture and distribution of all incoming business critical content.

Microform can process your Mail, Email, Fax, Mobile and web-based content and automatically distribute it to the correct person or process within your organisation.

Using latest generation technology Microform can emulate your current processes and service levels allowing your admin team and knowledge workers to focus on key tasks.

How does a digital mailroom work?

With complete control and seamless processing, summarised, our digital mailroom service can be explained in just four easy steps:

  1. Mail is routed to Microform’s digital mailroom (whether in the form of letters, invoices, emails etc.).

  2. Passed to the digital mailroom, the mail is confidentially captured or imported and processed.

  3. Once validated, the correspondence is converted to the required format.

  4. From there, it is routed to the intended recipient or department.

What are the benefits of a digital mailroom?

Like any element of digital transformation, the benefits of using our digital mailroom service can be huge.

Errors are eliminated

Due to the fact that any and every document goes through a streamlined and faultless processing system, any aspect of human error is eliminated and allows for easy access and reporting in near real-time.

Files can be located in moments

Even historical letters and invoices can be located from a database, thanks to case references and keyword search functionality. What’s more, all actions are logged, tracked, and traced; showing full audit trails.

Costs are greatly reduced

Due to the simple fact that resources are less tied up into mail sorting and processing, companies are able to save vast swathes of both time and money so that they are able to focus on more productive elements of their operations.

In addition to operational cost reductions in the admin team significant savings can be seen by automating some processes handled by your knowledge workers.

As well as routing the content, Microform can integrate with your CRM to associate the content to the correct account/case, as well as working out what document type the content should be filed against.

These are tasks typically assigned to some of your more senior employees.

All data is securely stored

It goes without saying that Microform takes security incredibly seriously, and our digital mailrooms provide some of the most robust security features in the industry, ensuring that every piece of data remains secure.

Greater levels of agility are achieved

With digital mail being delivered to the correct person or department without hindrance, companies are able to respond to correspondence, invoices, and orders quickly and decisively; enabling organisations to improve engagement and solidify business relationships.

Why work with Microform?

Microform has over 50 years’ experience in the industry and works with organisations from a wealth of backgrounds, including in law, finance, medicine, and education.

In fact, over 80% of the documents we work with are completely confidential, which is why we adhere to British Standards and accreditations, such as:

  • BS ISO/IEC 27001:2013 — Information Security Management System

  • BS EN ISO 9001:2008 — Quality Management System

  • BS EN ISO 14001:2004 — Environmental Management System

  • BS 10008:2008 — Evidential weight and legal admissibility of electronic information*

*This includes data processing and consequently relates to the authenticity and integrity of data, helping organisations to comply with the law and legal procedures.

Get in touch today

If you have any questions about our digital mailroom service, or anything else mentioned in this article, contact us on 0330 056 6300, or check out our contact page.