Digital Mailroom Solution

Receiving and Capturing: Incoming physical mail is collected at a centralized location within the organization. The mail is then opened, sorted, and scanned to convert the physical documents into digital files.

Document Recognition and Classification: The solution uses Optical Character Recognition (OCR) and other advanced technologies to recognize the content of the scanned documents. It classifies the documents based on predetermined criteria, such as document type, sender, or urgency.

Data Extraction: Relevant information from the scanned documents, such as sender's name, address, invoice numbers, and other key data, is extracted using OCR and data extraction algorithms.

Workflow Automation: Once the documents are classified and the data is extracted, the digital mailroom solution routes the documents to appropriate departments or individuals within the organization based on predefined rules and workflows.

Electronic Storage and Retrieval: The digital documents are stored in a secure electronic repository or Document Management System (DMS). This allows authorized personnel to easily search, retrieve, and access documents without the need to physically handle paper files.

Notification and Collaboration: The solution can send notifications to relevant stakeholders, informing them of new documents that require their attention. Collaboration features may be integrated to allow team members to collaborate on documents digitally.

Data Security and Compliance: Digital mailroom solutions typically incorporate security measures to protect sensitive information, such as encryption, access controls, and audit trails. Compliance with data protection regulations is a critical aspect, especially when dealing with personal or confidential information.

Analytics and Reporting: Some solutions offer analytics and reporting features, enabling organizations to track and analyze mail volumes, processing times, and other relevant metrics to continuously improve efficiency.