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Digital Mailroom Solutions
AccuRoute empowers your mailroom staff by allowing them to automatically capture and route documents using our comprehensive digital mailroom solutions.
In our increasingly remote work climate, installing digital mailroom processes at your organization is the first step to installing modern Digital Transformation strategies and procedures to ensure business continuity, so your busy staff can continue with business-as-usual, whatever the circumstance.
As businesses of all types and sizes look for ways to increase efficiency, manual, paper-driven processes are one of the first places to innovate within the enterprise. Corporate mailrooms should be a primary point of focus when it comes to modernizing processes with digital mailroom solutions. Implementing digital mailroom solutions increases accessibility and enhances the ability of staff to work from anywhere. Reducing cumbersome paper mailroom processes at your organization will help drastically boost staff productivity, ensure data accuracy and security, and provide your organization with the benefit of faster more reliable processes – from the point of capture through storage.
In the end, the benefits of digitizing mailroom processes boil down to empowering employees to focus more time directly on improving products and providing excellent customer service, rather than being bottlenecked by tedious and frustrating paper processes. After all, isn’t offering your customers more responsive, empowering experiences with your organization the driving force behind what you do?
Streamline Mail Capture
Taking mailroom processes digital allows for critical documentation and communications to land right in the hands of the staff members who need it, from their home desktop or even their mobile device. Providing your staff with reliable, seamless access to materials and work processes is critical to keep business moving.
Improve Visibility, Reduce Errors
When mail is manually dealt with by staff, there is always the risk of human error or compromised data. With digital mailroom processes, you’re capturing content right as it arrives, then simultaneously organizing, archiving, and providing access to content for approved staff from one central location.
When a large percentage of your staff is working remotely, a digital mailroom strategy provides reliable and timely access to the items they need to get work done faster. No more waiting on snail mail delivery or couriers to get items to remote employees. Fast, secure receipt of time-sensitive mail is now just part of the package.
Dealing with Paper
Paper documentation isn’t going anywhere, which means you need a streamlined, accurate approach to standardizing a digital transformation process for content that arrives through traditional mailboxes. You need to implement digital mailroom processing.
If your organization is ready to automate mailroom processes, being able to efficiently address high-volume work is critical to help you empower your staff.
Start by creating a “moving forward” plan using AccuRoute to automatically scan and parse through documents based on key data points. Data in these documents will be automatically processed via Optical Character Recognition (OCR), conversion, or compression, and then sent to their end destination for secure storage or easy retrieval.
Set the destination ahead of time for automatic distribution based on keywords or rules, or add specific prompting instructions on a case by case basis. AccuRoute does the heavy lifting to modernize mailroom processes from capture, through workflow, and all the way down the appropriate repository.
Blog | 5 Benefits of Creating a Digital Mailroom
The statistics show that Digital Transformation is no longer a backburner item or a “nice-to-have.” But where’s the best place within your organization to kick off the transition? We know! The ideal department is the mailroom, where your organization can harness document scanning and workflow technology to digitize the secure delivery of mail, resulting in a highly beneficial impact across your entire business.Learn More: Blog
Solution Brief | What About Electronic Documents?
Let’s face it; managing paper is a challenge – and it’s costly. Once documents are in a digital format, they become much easier to access, manage, and track.
By modernizing your mailroom via electronic document processes, your organization can benefit from one central system to submit items to one or multiple email addresses for processing.
AccuRoute effortlessly performs automated forms classification and extraction, allowing materials to be distributed based on form type or any other determining factors, such as recipient name.
Strengthen standard practices and enforce Quality Control measures with tools like AccuRoute Queue, which automatically fixes, edits, and moves documents between various permissioned groups of users by project or task.Learn More: Solution Brief
AccuRoute can populate many workflows and processes to native device panels on most MFP vendors on the market. Users can batch scan, prompt for data (such as a client or matter number), and easily search folders in end repositories. Learn More »
High Volume Ready
You need a lot of processing power to handle all the mail traffic for an organization. AccuRoute takes the burden off user workstations for heavy lifting tasks like OCR, plus you can prepare for peak scanning hours by easily allocating or adding more processing power.
AccuRoute supports both On-Premise or Cloud faxing, and rolling it out is a breeze. Leverage existing infrastructure and fax routing rules, or upgrade to AccuRoute CloudFax to off-load the hardware burden of maintenance and upkeep. Learn More »
Security and Compliance
Digital mailroom processes promote more comprehensive security measures by providing a digital footprint for documents as they move throughout the organization. By processing information via AccuRoute from arrival through storage, your organization is well prepared for the next internal or external audit.
Data Loss Prevention
Using AccuRoute Content Monitor you can add Data Loss Prevention to any document or just specific workflows. Content Monitor allows Administrators to flag key static or variable terms or sequences for further routing and decision making, pause the document in place, or even redact the flagged information. Learn More »
Forms automation allows documents to be managed automatically by AccuRoute without human intervention. With AccuRoute CX, documents are classified into a document type, such as an invoice. Then, AccuRoute locates and deciphers important information via machine learning technology, so that information can be used downstream. Learn More »