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Digital Mailroom

Automate Incoming Mail Across the Enterprise

As workforces become increasingly remote, companies are struggling with the problem of mail distribution. How can we get the information within each envelope to its recipient accurately and as fast as possible?

 

Physical delivery is no longer viable since it often means repackaging and forwarding mail to the recipient’s new location and can add days of lag time. The pandemic has only accelerated the need for digital mailrooms to match the way people are working today. While hot desking and remote access are keeping companies agile and costs down, these new ways of working call for a more modern way to receive mail.

Paper Elimination

Traditional mailrooms have bottlenecks because they require multiple sorts, many workers and an extended time to physically review and transport items to recipients. Significant speed, savings and security can be gained by scanning mail right at the point of entry, and using Mavro software to classify and electronically route document images.

  • Risk from COVID-19 is prevented by avoiding paper movement throughout the organization.
  • Delivery delays and fees from couriers and expedited services are eliminated.
  • Labor required to sort and deliver mail – in the mailroom, across departments and to remote locations – is drastically minimized.

One-Touch Efficiency

Incoming mail is handled only once – when opened and scanned into Mavro’s industry leading MavBridge™ Software. Our unique process automatically reviews the image and searches for keywords (mail code, department, recipient name, etc.) to classify and determine a delivery endpoint. Based on delivery business rules, documents are electronically distributed in the required format and method. The result is a highly automated and efficient document delivery solution.

  • Critical business documents are forwarded on a priority basis.
  • Mail addressed to specific individuals or departments is automatically routed for easy access.
  • Business mail, such as invoices, claims, and correspondence, is directed to one or multiple queues for downstream processing.

Enterprise Integration and Access

Easily configurable distribution rules make for efficient digital mailroom automation – anytime, anywhere to anyone. Mavro’s business logic processing ensures mail is accurately sent to the appropriate person, group or department. Additionally, One-Touch processing provides improved controls over mail received. All items will be opened, scanned and delivered ensuring auditable and reportable activity for each item received.

  • Selected documents are automatically routed to a separate Mavro departmental or enterprise workflow.
  • Other items are seamlessly integrated with a third-party workflow for indexing, reviewing and archiving.
  • Mavro’s Connect™ Web Portal module provides the ability to research, display, decision and access images. Also, storage retention periods of images and index values are configurable and tailored to the document type.

Security and Privacy

Mavro’s secure digital mailroom solution ensures your valuable and confidential documents are protected, while meeting audit needs and achieving company and regulatory compliance. End-to-end encryption is utilized from the initial point of scanning images throughout delivery and final storage. MavBridge automation maximizes control and security of all proprietary images and data by safeguarding your company against risks inherent with physical document sharing and distribution.

DIGITAL MAILROOM FAQs

With physical mail declining, can’t we just wait it out?

The truth is it will be many years before physical mail is eliminated and the cost is too great to wait. We’re seeing the cost-per-piece delivered rise and this increase will only continue at a faster pace. With it, the problem of items not reaching their intended recipients on-time is exacerbated with physical documents often marking critical points in the business process, does doing nothing meet your business requirements?

Our documents get scanned further down the line for storage purposes. Isn’t that enough?

The benefits of reduced paper handling are often recognized at the operational level. Productivity, security, continuity and efficiency are most obvious, but less understood is how digitizing as early in the process as possible maximizes impact. Capturing images immediately at the point of entry compounds the benefits along each step of your workflow for a significantly more efficient end-to-end process.

How important is it to have an automated corporate mailroom?

The pandemic has only accelerated the need for digital mailrooms to match the way people are working today. While hot desking and remote access are keeping companies agile and costs down, these new ways of working call for a more modern way to receive mail. Updating your process to meet this growing demand means positioning your organization among industry leaders.

My company is encouraging more people to work from home. Shouldn’t I outsource this task?

Outsourcing may seem like an easy answer, but you give up control and timely access to business mail and important documents. It cannot address all of your business rules which introduces new manual processing steps and costly exception handling. Errors can be an issue and the risk of exposure is considerable. Whereas, Mavro’s Digital Mailroom solution is aimed at simplicity. You maintain hands-on control of the process to apply complete business rule decisions and priority across all of your documents. Avoid reliance on a third party where your company’s mail competes for throughput and priority among multiple clients.

How do I prepare for a mailroom automation project?

Mailroom automation requires effective communication across your enterprise and a sound assessment of how employees are best contacted for business mail in the current environment including remote, mobile, in-office or a hybrid. Key data points include how to obtain and manage company email addresses, volumes of first-class mail, peak mail periods, management’s appetite for limiting the receipt of personal mail, and identifying any mail recipients or document types that require physical delivery. Mavro’s experienced team can help assess the requirements for your mailroom automation project so you are fully prepared.

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