Mailroom

There are huge savings to be made by managing the opening, sorting, processing and distibution of post. For most organsiations it is important that documents that you receive via the post and electronically are processed and stored quickly and efficiently. Automation of some or all of this process is the next office revolution - particularly if your current system is overloaded, unable to scale up across the business or just not cost efficient.

Our Mailroom tool leverages the eProcess workflow module, designed to provide an efficient method for processing and directing incoming post, letters and faxes either at departmental or full organisation levels. Whilst at the same time capturing accurate data from the paper to drive the business process.

How an example Mailroom process works (any process is possible)

• Documents arriving at your organisation are opened and scanned then automatically routed into the Mailroom eProcess workflow.
• They can be pre-sorted by department and/or document type if required. Optionally each document can also be serial numbered with a dated barcode sticker to ensure all documents are processed.
• Key words or phrases are used to route and prioritise the documents to the correct work queues.
• Fax traffic can be interfaced directly to the Mailroom system removing the need to print and scan faxes. Details of the sender and the number to which they have sent the fax can be captured and used for archive indexing and routing.
• Each document is individually tracked throughout the system - where it is, who has looked at it and how long it has been at each stage. Adds document level control to existing systems.

Powerful data capture tools are available to capture both handwritten and machine print from both structured and unstructured documents. Data integrity is assured by validating against existing data sources. Documents that fail validation are routed automatically to a manual operator queue. Lookups into existing databases can also provide flags that determine where a document is routed, for example either to an individual or a department.

When routing to a functional department any number of people can see the incoming mail and action it, based on a priority set up by the administrator. The power of the Mitral Mailroom is enhanced by this interaction with existing systems and by using our Workflow tools to link the documents to the existing software.