Outsourced Digital Mailroom Solutions
Digital Mailroom
Outsourced mailroom management and digitisation of all inbound customer communication for onward distribution. Upload to online portals or relevant processing duties creating the ultimate automated digital mailroom service.
How digital mailroom services reduce costs and improve customer experience
Without digital mailroom automation many businesses are still faced with a high volume of inbound mail – whether it’s a myriad of paper or digital documents. This could be customer correspondence, application forms, invoices, statements or payments to name but a few, but managing documents of this size is a challenge for many organisations.
Typically, companies rely on manual and paper-dependent processes instead of automated electronic back office solutions. These are time consuming, labour intensive and prone to human error. As a result, their data is inaccessible for longer, they fall behind and ultimately jeopardise customer experience.
Without automated digitisation, tracking information, prioritising action and eventual response is hindered. Security and compliance can also be compromised, which can cause significant problems in regulated markets. Essentially, your digital mailroom and the management of your business documents becomes disorganised.
Investing in technology to manage this in-house may be plausible if you’re able to house large machinery, tech and solutions (keeping them up to date) and can afford it. However, the workflow, protocols and expertise required to do this are complex, especially dealing with communication in multiple formats and ever changing customer needs. Fortunately, Parseq offers outsourced digital mailroom services to effectively and efficiently support your business with an automated digital solution.
Let us turn complexity into clarity and unlock sustained cost savings with AI-driven business transformation – powered by Parseq and our trusted partnerships with leading tech platforms.
Key challenges of mail and document management without a digital mailroom
Costly mistakes
Using manual processes is arduous, time consuming and prone to mistakes. Items are mislaid or unactioned.
Volume
Volumes at peak times may be untenable or require recruitment and training.
Customer service
Slow processing or retrieval negatively affects customers and causes issues.
Security
Compliance and security are easily compromised.
Poor visibility
Tracking or retrieving information and prioritising action is hindered by manual processes.
Paper burden
Storage of paper is cumbersome and causes issues when it needs to be filed with related digital information.
Our digital mailroom capabilities
Significantly reduce cost and increase responsiveness
High security, outsourced digital mailroom services, proven to reduce the exhaustive burden of inbound mail and documents and cut costs by up to 30%.
Our digital mailroom automation services save money and increase responsiveness for multiple clients across many different sectors.
Through automated sorting, opening, scanning and data capture, we transform and streamline inbound mail. This prevents hard copy and digital correspondence from moving around businesses, meaning that fewer documents are lost or not processed.
Categories are tailored to the client’s requirements (e.g. “complaints”). We automatically identify data and turn this data layer into dynamic, useful information that helps to enhance the customer journey.
Digital documents are transformed using metadata and paper-based records are fully digitised. We host everything on our secure, fully searchable online portal, providing our clients with complete visibility of all images and associated data, as well as instant access 24/7.
Every year we receive 27 million mail items, digitise over 70 million documents and host 108 million images on our online portal. By blending our onshore, nearshore and offshore model, we not only facilitate economies of scale, but also provide a load balancing, 24/7 operating platform, making Parseq the go-to for outsourcing your digital mailroom services.
90% Automation
High levels of automation drive down cost and increase speed.
Secure and compliant
Our systems, protocols and strict SLAs ensure security and compliance.
Dynamic info
Tailor made categorisation for dynamic customer information.
Multiple formats
Captures and extracts data from both paper and digital formats.
Digitisation
All documents and communication are digitised and hosted on a fully searchable online portal for 24/7 access.
Outsourced mailroom management and digitisation of all inbound paper and digital customer communication for onward distribution.
The benefits of digital mailroom outsourcing services
Speed
Better response
With tracking and easy retrieval, you can respond to priorities and customer needs more readily.
99.9% Accuracy
Right first time
Less mistakes means faster processing and reduced costs.
Cost saving
Typically 30%
Typically save 30% compared to in-house costs.
Visibility
24/7
Real time data for better visibility and control.
Resource
Time and space
Mundane and repetitive tasks are removed to free up resource and space.
Load bear
Flexible and scalable
Accommodates any level of volume or peak times with no need to recruit or plan.
Case study
Back scan gift aid consignment provides end-to-end audit trail for Sue Ryder...
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FAQs
What is a digital mailroom?
A digital mailroom is a sophisticated system that automates the processing of both inbound and outbound mail, whether physical or electronic. It includes intelligent technologies for document processing, scanning, sorting and data capture to optimise communication processes within an organisation.
What are the benefits of outsourced digital mailroom services?
Outsourced digital mailrooms offer several advantages. Firstly, costs can be significantly reduced compared to in-house operations, typically by around 30%. They also improve responsiveness by automating mundane tasks, freeing up resources and space within the organisation. With improved speed, accuracy and visibility, companies can better prioritise, respond to customer requests in a timely manner and ensure compliance and security. In addition, the outsourced digital mailroom offers scalability, as it can handle varying volumes of mail without the need to hire staff or undertake extensive planning.
How much more effective is a digital mailroom?
A digital mailroom is much more effective than traditional mail management systems. By automating processes, it saves a lot of time on the administrative tasks associated with mail processing. In addition, the streamlined workflow improves internal processes, resulting in greater business efficiency. A digital mailroom offers greater data security and accessibility and ensures that important documents are available at all times.
What types of mail can a Digital Mailroom handle?
The digital mailroom can process a number of different types of mail, this includes:
- Physical mail such as letters, invoices, contracts etc.
- Emails
- Faxes
- Documents in various formats, like word documents and images
Is a digital mailroom secure?
Yes, digital mailrooms are very secure, this is due to the safety precautions surrounding the processes. From encryption, user authentication and more protection over surrounding sensitive information.
Does digital mailrooms improve business operations?
Yes, this process is sped up by it’s workflows, ensuring time efficiency surrounding mail delivery and reduces the risk of lost mail. This also allows employees to focus on other tasks.
What size company benefits from a digital mailroom?
All of the different sized companies benefit from a digital mailroom for example:
- Large organisations would benefit due to handing high volumes of mail, therefore creating a robust system.
- Small and medium organisations would also benefit, this is due to the improvement in streamlining operations and presenting opportunities to scale and grow.
How long does the transition take to become a digital mailroom?
The implementation depends of the size of the organisation and complexity of the setup. However, most transitions can take from a few weeks to a few months, get in touch to find out more.
Interested in hearing more? Send us your details and we’ll be in touch
Talk to us about outsourcing your digital mailroom
Want to find out more? We would be happy to discuss your organisation’s mailroom management challenges and how Parseq’s solutions could help automate that process.
