Benefits of a Digital Mailroom Blog
What can a Digital Mailroom do for your Business?
Documents can really start to pile up in your office if you don’t process them fast enough!
Many businesses are implementing digital mailrooms, effectively eliminating those stacks of paper and filing cabinets while automating their business processes.
A digital mailroom is a system that includes several tools for processing high volumes of documents. Documents captured include paper and electronic forms and can be transmitted through multiple methods including scanners, faxes, emails, FTP and EDI among others.
The purpose of a digital mailroom is to capture documents – of any kind, from any source – interpret and secure the digital data, and verify it for quick and efficient processing with little to no manual intervention. Many organizations who process high volumes of documents with repetitive manual effort can benefit from digital mailrooms. A few example business cases include automated accounts payable/receivables (invoices), medical/insurance claims and loan applications.
Digital mailrooms aim to accelerate document data input and processing while eliminating manual data entry. Implementing digital mailrooms in your business can also help to reduce costs associated with handling and storing documents. Improved management and control results from having real-time access to all your documents through a single interface. For organizations who undergo audits, implementing a digital mailroom streamlines the process and reduces compliance risk for your business.
Using Optimal Character Recognition (OCR) and computer programmed Fingerprints, digital mailrooms scan and process the entire area of documents it receives via email, scan, fax, network folders, Excel upload, mobile capture and e-Invoice. A fingerprint is like a “template” of a document layout that uses XY coordinates to identify zones or areas from which data can be extracted. Fingerprints work with OCR by locating specific XY coordinates and then scanning for character recognition within those coordinates to “pick-up” data from the document. Fingerprints can be added through a process called “Click N Key.” In effect, the digital mailroom is taught where to find information on documents from specific business partners.
By now you are probably curious to find out what a digital mailroom can do for your business.
Simply put: A LOT. But there are some main benefits that include:
-Increasing Efficiency
-Saving Time & Costs
-Increasing Business Organization
-Ensuring Data Security
-Helping the Environment
