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Why Your Business Needs A Digital Mailroom

Microform Branding - Stacked wooden mailboxes.

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

Alongside helping companies move ontocloud management systemsamong other aspects, one of our newest offerings is our digital mailroom service. But what are the advantages of a digital mailroom? We’ll discuss how your business could benefit.

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 the 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?

1. Save time and space

All incoming correspondence, whether physical or digital, is captured and processed into a format compatible with your digital mail services.

That means physical copies of correspondence can be stored much more cheaply where they do not need to be so readily retrievable or can be destroyed and only the digital version is retained.

In turn, this frees up valuable storage space by reducing the amount of physical paperwork you store and allowing the rest to be stored more densely packed.

2. Easy retrieval

Digitised documents can be made searchable and/or stored under a sensible, logical filename for easier retrieval.

Physical documents can be processed using optical character recognition (OCR) once scanned, turning the page from a static image to digital text that can be searched and even edited if required.

This means when you need to find a specific page, you can search in all the usual ways, including by filename or file contents.

Microform uses common file types for different kinds of documents, from text to compressed and uncompressed image files, and mixed media stored as searchable and printable PDFs.

3. Compliance

If you're in an industry that requires regulatory compliance, it's likely that there are rules on how long you retain correspondence and other documents, and how easily you can retrieve them.

Again, all of the above applies to digital mailroom solutions, which show you are meeting your obligations when it comes to storing all relevant records in an appropriate format.

4. Full integration

Digital mail services integrate into your other business processes seamlessly, allowing you to accept correspondence in the ways your customers and suppliers want to communicate but handle it internally in the way that best suits you.

Microform offers digital mailroom services to the highest standards, adhering to multiple British Standards, and over 80% of the documents we process are confidential.

Combined with our OCR document processing and long-term storage options for physical documents, this means you can cover all of the different elements of your document scanning, preservation and mailroom processing in one fell swoop.

5. Save money

One of the biggest benefits is the ability to save money in many ways by using digital mail services.

Each of the benefits already listed above has implications for cost-cutting, by reducing the time and money you spend on correspondence, the storage costs and so on.

Digital invoicing can also achieve this, as e-invoicing reduces postal costs while streamlining your bills so you can take full advantage of early payment discounts and avoid overdue fees.

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.