MAIL ROOM MANAGER

With thousands of items of post per day and an average of 10 pages per item – the sorting and distribution of post is a lengthy, time-consuming task. Not handling mail efficiently, can be detrimental to your business. Lost documents, incorrectly routed mail and delivery delays lead to longer waits for your customers, or even worse, failure to deliver.

Mail Room Manager automates the identification, categorisation and distribution of documents, streamlining the process and reducing the amount of time and effort required.

Incoming documents are imported either by scanning or drag’n’drop from email and/or portals. Once imported, a rules-based recognition process enables the identification of the document itself and the data/information it contains. The identification process also uses a set of rules (who am I?, what am I?, who do I go to?) that compile the required data to allow the document to be captured, filed and delivered to the correct department/individual.

Once a document is identified, multiple automated exports can be made to Document Management systems, Network folders, Email systems, Portals, ERP, CRM and Finance systems. When the documents have been exported, a Workflow Process is initiated to enable the distribution of documents to the correct Department(s), Teams or Individuals.

BENEFITS

  • Reduction in administrative costs
  • Mail Security and Traceability
  • Accelerated Mail Delivery

If your business would benefit from a streamlined, automated Mail Room Manager, contact YourDMS today to discuss your requirements.

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CASE STUDY

Over the years, the impact the solutions have had on the business is immeasurable. With the excellent support of YourDMS, we were able to create quite complex layouts and custom scripts which have made a massive impact on our efficiency and the processing and recording of many important documents. This included use of the INVU API within Abbyy and has been a great setup for us. Over time, in keeping with our policy of utilising the latest technology, we have worked with YourDMS to consistently upgrade the solution to provide additional benefits and improvements.

Tony Newton
SENOIR SYSTEMS ANALYST, NEVILLE REGISTRARS

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