This document discusses the benefits of a digital mailroom service. Traditional manual mail processing wastes time and resources and raises security concerns. A digital mailroom service scans mail upon receipt to create digital images, improving security, collaboration and productivity while reducing costs. The service involves collecting a client's mail, scanning it securely, and distributing digital copies while storing or shredding hard copies offshore.

1. MAILROOM
MAIL ROOM
ENTERPRISE SEARCH
WWW.DIGITALDOCUMENTS.IE
1850 69 39 09
SMART@DIGITAL-DOCS.COM
Mail is a critical element of every business. Businesses
large and small are under increased pressure from the
continued growth in mail volume. These businesses
organise and distribute their mail manually, a process that
wastes valuable time and valuable resources. It also raises
security concerns as mail can be lost or accessed by
unauthorised personnel. This is especially true when the
mail is photocopied and distributed to a number of
colleagues. Then when the mail is stored away it runs the
risk of losing traceability. Again, time and resources will
be wasted looking for this mail and all other
correspondence in the future.
Our digital mailroom service is transforming the tradition
mailroom process as it looks at creating digital images at
the start of the document lifecycle within an organisation,
rather than at the end.
DIGITAL DOCUMENTS MAIL ROOM
- DRIVING INFORMATION SECURITY, COLLABORATION & PRODUCTIVITY
MAIL ROOM
MAIL
FORWADED
TO PO BOX
MAIL
COLLECTED
BY DIGITAL
DOCUMENTS
MAIL SORTED
& SCANNED
AT OUR
SECURE
FACILITY
MAIL EMAILED
TO CLIENT
OR
SAVED ON
SECURE
SERVER
HARDCOPY
MAIL STORED
OFFSITE
OR
SECURELY
SHREDDED
CHEQUES OR
CASH LODGED
DIRECTLY INTO
CLIENT ACCOUNT
We set up a PO Box for your mail to be transferred to. Every morning we
collect your mail in one of our secure vehicles. When the mail is brought
back to our secure facility it is prepped and scanned, ensuring optimum
results and clarity. Upon completion of the digitising process, your
scanned images will be indexed to facilitate future retrieval. When your
files have been indexed, they can transferred to you securely via SFTP
(Secure File Transfer Protocol), returned to you via an encrypted hard-
drive, or indeed uploaded to a cloud based document management or
workflow software.
The digitisation process is completed by returning your source documents
to you. Alternatively, we can provide you with document storage within
our highly secure records storage facility.
 Ease of access.
 Improved process
efficiency.
 Increased security.
 Reduced operating
costs
 Greater traceability.
 Maximisation of
office space.
KEY BENEFITS