Digital Mailroom

A viable alternative to traditional mailroom services

Digital mailroom solutions provide an economically viable alternative to the traditional mailroom or post room management. The last fifteen years has seen an unprecedented rise in electronic communication that continues to grow a startling rate. However, surprisingly the volume of traditional paper based mail remains significantly high.

There is a not inconsiderable hidden cost for many organisations associated with manually processing large volumes of paper based mail. The cost of processing and then delivering this mail to its intended recipient particularly in large distributed organisations is surprisingly high. That is without considering the time delay in physically delivering the mail and the ongoing filing and administrative costs.

Inhouse or outsourced digital mailroom solutions the choice is yours

This is why Dajon have seen a growing trend in organisations looking to deploy an outsourced digital mailroom solution, taking away the management of the paper and delivering electronic copies of inbound mail right to the desktop of the user, saving both time and money and lowering instances of lost items of mail.

Equally, some organisations may choose to manage their digital mailroom services internally due to the sensitivity of the data. Dajon can provide the skills and the technology to deliver an integrated digital mailroom solution with complete project management and training using proven capability with a best-in-breed philosophy. The choice of whether to manage the solution internally or take it as as a managed service is entirely down to the specific business needs of the client.

Digital Mail Room Solutions from Dajon

Our digital mailroom solutions provide a complete service combining our core competencies of workflow management, document management, document storage, digital scanning, data capture and data security to deliver a comprehensive solution.

Dajon provide mailroom management services

Dajon acts as the central hub for the delivery of all inbound mail. We in effect act as your PO Box taking on the role of mailroom management.

The digital mailroom solution starts with the automated opening and logging of all envelopes and prepares the mail for scanning; our specialist automated equipment enables us to deal with large quantities of envelopes in all different shapes and sizes.

The documents are prepared for the scanning room, sorted by type, (e.g. cheques can be scanned into the system prior to sending on to the accounts department or bank for processing) and scanned in batches accordingly.

High volume scanning forms an integral part of our digital mailroom solutions

Once the mail has been logged, opened and sorted, the mail is then scanned and using OCR technology we can read key contents of the mail and categorise it by for example;

• Department
• Addressee
• Document type e.g. invoice, remittance, purchase order, contract, letter of compliant etc...

The metadata for each document is then automatically added using the data captured by the OCR process, ensuring that each piece of inbound mail has process compliant data.

Digital mailroom uses EDM to delivers the mail to the right user or department

The key to delivering an economically viable digital mailroom solution, is the level of automation supported in scanning and processing the digital images of the mail.

All documents are scanned into our document management system using our high speed production scanners and using the workflow capability of our electronic document management system (EDMS) we can deliver the mail to either individual work queues or departmental work queues for processing.

Our document management system can also interface with your in-house systems such as HR, accounts, order processing etc.

Our EDM delivery system is browser based and can be securely accessed over the Internet. Clients can choose to use the system merely for mail delivery and workflow but can also benefit from its reporting, audit and version control, and general document management and search capabilities which can be applied to all of a companies documents including all common electronic formats.

Original Documents can be held in long term-storage

Our digital mailroom solution leverages our core investment in secure document storage facilities. Once scanned the original documents can beheld in storage for as long as your business needs dictate, based on the compliance and regulatory environment you operate in. The originals can be retrieved if required and your storage boxes can be managed online.

Environmentally Friendly Document Destruction

Our digital mailroom solutions would not be complete without considering the secure disposal of envelopes and sensitive paper based data.

We will dispose of all waste paper securely destroying (by secure shredding) any commercially sensitive documents. Environmental considerations are also paramount to Dajon and so the processed waste from the destruction process is then used for recycling and Dajon manages this entire process.

Call Dajon now on 020 7732 3223 for more information.