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Digital Back Office Services

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.

digital mailroom

Inefficient mailrooms and lack of secure document management make costs spiral and customer experience suffer

Without an automated, secure digital mailroom many businesses are still engulfed by high volumes of inbound mail – whether that be a myriad of paper or digital documents. This could be customer correspondence, application forms, invoices, statements or payments to name just a few, but it’s document management of such magnitude which presents the challenge to many organisations.

Typically, companies depend on manual and paper-dependent  processes rather than automated electronic back office solutions.  These are time consuming, labour intensive and open to human error. It makes their data inaccessible for longer, puts them on the back foot and ultimately brings the customer experience into jeopardy.

Without automated digitisation, tracking information, prioritising action and eventual response is hindered. Security and compliance can also be compromised, which can cause significant issues in regulated markets. Basically, your digital mailroom becomes disorganised and your business documentation management disorganised.

Investing in technology to do this in-house may be plausible if you’re  able to house large machinery, tech and solutions (that keep it up to date) and can afford it. However, the workflow, protocols and expertise required to make it work is complex, especially dealing with communication in multiple formats and ever changing customer needs.

Fortunately, Parseq offers outsourced mailroom services to effectively and efficiently provide your business with an automated digital solution.

Key challenges of mail and document management without a digital mailroom

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Costly mistakes

Using manual processes is arduous, time consuming and prone to mistakes. Items are mislaid or unactioned.

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Volume

Volumes at peak times may be untenable or require recruitment and training.

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Customer service

Slow processing or retrieval negatively affects customers and causes issues.

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Security

Compliance and security are easily compromised.

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Poor visibility

Tracking or retrieving information and prioritising action is hindered by manual processes.

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Paper burden

Storage of paper is cumbersome and causes issues when it needs to be filed with related digital information.

Our capabilities

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Significantly reduce cost and increase responsiveness

A high security, outsourced digital mailroom solution, proven to reduce the exhaustive burden of inbound mail and documents and cut costs by up to 30%.

Our highly automated digital mailroom services save money and increase responsiveness for multiple clients across many different sectors.

We transform and streamline inbound mail by offering automated mail sortation, opening, scanning, indexing and data capture. This can eliminate hard copy and digital correspondence from moving around businesses, and in turn, reduce the number of documents being mislaid or not actioned.

Categories are tailored to the client’s requirements (such as “complaints”). We identify data automatically 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 documentation becomes 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. 

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90% Automation

High levels of automation drive down cost and increase speed.

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Secure and compliant

Our systems, protocols and strict SLAs ensure security and compliance. 

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Dynamic info

Tailor made categorisation for dynamic customer information.

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Multiple formats

Captures and extracts data from both paper and digital formats.

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Digitisation

All documents and communication are digitised and hosted on a fully searchable online portal for 24/7 access.

The benefits

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Speed

Better response

With tracking and easy retrieval, you can respond to priorities and customer needs more readily.

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99.9% Accuracy

Right first time

Less mistakes means faster processing and reduced costs.

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Cost saving

Typically 30%

Typically save 30% compared to in-house costs.

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Visibility

24/7

Real time data for better visibility and control.

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Resource

Time and space

Mundane and repetitive tasks are removed to free up resource and space.

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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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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.