What Do You Gain Using A Digital Mailroom?

Digital mailrooms can increase data security, accuracy, and efficiency, but be sure you understand your specific requirements and goals prior to implementation.

Taking compliance mandates such as SOX (Sarbanes-Oxley Act of 2002) into consideration, companies of all types and sizes are searching for better ways to secure their information. In addition to securing data, tracking the whereabouts of documents (thus creating an audit trail) and improving the overall accuracy of data is just as important as protecting it. Consider a traditional mailroom, which is the primary method for information entry in most organizations: Mail enters the company and is routed to the proper department/employee for processing or notification.

What if you could extract data upon entry into your organization and automatically distribute it, thereby creating an audit trail and reducing manual entry of information? The concept of digitizing mailrooms was formerly believed to be an option for companies with lofty volumes of standardized forms processing, such as Fortune 500 and mail-order companies alone. However, advancements in forms recognition software and high volume scanning efficiencies are making digital mailrooms more viable for all companies, even those that use nonstandard documents.