The digital mailroom replaces manual sorting and distribution of mail with a virtual document capture system that automatically routes both paper mail and email to remote workers for processing.
If you’re looking for a better way to capture and distribute mail, you’re not alone. Even before the COVID-19 pandemic, distributing mail to the right employees was a cumbersome, time-consuming process.
With many employees working from home and other remote environments, now is the perfect time to implement a digital mailroom. With capture and management software components like PSIcapture and PSIsafe, the digital mailroom eliminates the costly inefficiencies of handling and distributing physical mail to your otherwise digitally-savvy workforce, transforming your mailroom into a streamlined information distribution system.
Here are three things to know about the world of digital mail:
1. It’s Fast – Really Fast.
Incoming mail is scanned, classified and automatically indexed and routed to its correct recipient with a combination of optical character recognition (OCR) for machine print, intelligent character recognition (ICR) for constrained handprint and intelligent workflow automation technology. In this digital-first model, employees can receive same-day mail from any location with internet access.
PSIcapture’s classification feature extracts the data you need, indexing it for easy search and retrieval before routing it to the correct recipient – a completely automated process from start to finish.
2. It Works with Email, Too
The average person receives over 100 emails per day. If you go on vacation for a week? Your “welcome back” present is upwards of 500 emails to sort through. Yikes.
Now imagine a solution that can sort and prioritize your email for you, capturing and archiving important attachments—routing them to your coworkers when you’re on vacation—and otherwise migrating you away from this time-consuming medium of communication. From invoices to contracts and more, you can instantly route attachments to a cloud-based folder.
With a digital mailroom powered by a document management platform like PSIsafe, employees can route and classify emails, share documents with team members, and optimize workflow automation while decreasing the amount of time spent reading and responding to emails.
3. You Don’t Need Costly Hardware to Get Started
This high-speed, accurate process works seamlessly with virtually any input source, including high-speed scanners, multi-function printers (MFPs), and more.
From a few to thousands of remote, home office workers, a digital mailroom adapts to the size and needs of your organization, transforming even the messiest, most chaotic mailrooms into a well-oiled, digital machine.
A Digital Solution for a SoCal Healthcare Provider
Stria, a PSIGEN reseller scanning over 2 million documents per week with PSIcapture — and over 100 million in total — recently implemented a digital mailroom for a healthcare company in Southern California. At the beginning of the COVID-19 pandemic, their employees had to pick up physical mail at the office, risking exposure and spread of the virus. With thousands of pieces of mail arriving each month, this system was both a health hazard and inefficient.
Stria implemented an automated digital mailroom to efficiently scan and route digitized documents to the 500+ employees at the organization, all while protecting the health and safety of their teams.
Future-Proof Your Document Management with an Automated, Digital Mailroom
While the pandemic was a catalyzing event for many organizations to adopt digital tools, the future of work will center on accessible automation beyond the current global health crisis. Teams will continue to rely on virtual solutions for collaboration, connectivity and efficiency.
A digital mailroom powered by PSIcapture and PSIsafe can work with – and extend – your current mailroom solutions to create an online repository of indexed mail that grows and adapts to your organization’s document management needs.