Imagine a mountain of paper mail towering before you, a seemingly overwhelming task that demands hours of your precious time. You begin the arduous journey of sorting through countless envelopes, searching for the elusive recipients hidden within.
The minutes turn into hours, and frustration starts to take hold. And then hunting down busy individuals amidst their hectic schedules for signatures. Surely, annoying.
This is where the digital mailroom and eSignature solution comes into play. They are here to rescue us from the clutches of inefficiency and frustration.
A digital mailroom is a system where the incoming paper mail is converted into digital form via various document scanning and capture technologies, then those mails are monitored, formatted, and classified for automated processing. And then distributed to respective heads or recipients electronically, eliminating the need for physical delivery.
Talking about how digital mailroom automation works, first, you receive incoming physical mail from your organization.
The mail is then scanned using Optical Recognition Software (OCR). This software analyzes and classifies the content of the mail, searches for specific keywords, and determines its type, which could be anything like remittance, invoice, insurance claim, etc.
Once classified, the digital version of the mail is made accessible online. It can be assigned to a designated team, department, or recipient, or flagged for manual review if any anomalies are detected.
The recipients can now conveniently access and process their mail on various devices, such as computers, tablets, or mobile devices.
Digital mailroom automation completely takes care of the sorting and distribution of your mail digitally. It keeps track of where everything has been sent and when speeding up the process.
Also, Digital mailroom solutions index and store mail electronically in a central location. Your teams can easily locate and access the required documents with a few clicks, enhancing your team collaboration and efficiency and, of course, producing productive output.
If you’re using a traditional mailroom, you must spend a lot on purchasing, storing, and managing papers. At the same time, you’ll have to pay your dedicated staff who handles all the incoming and outgoing mail.
Not to mention the increasing storage cost over time. But opting for a digital mailroom saves you from all the above costs. Additionally, when your demand for paper declines, it automatically reduces the impact associated with paper production, such as deforestation and energy consumption.
Digital mailroom solutions enhance data security and compliance by incorporating robust security measures like document encryption, audit, and access control. Any unauthorized access can be easily detected.
Additionally, it helps you remain compliant with strict audit requirements. So when there are any new privacy regulations, your organization can quickly comply with them. As a result, it strengthens the backbone of your risk management strategy by centralizing and classifying constructed data.
The incoming documents, whether physical or digital, are processed by the digital mailroom system. The documents are analyzed, and those requiring signatures are transferred to the eSignature platform to convert them into a singable format.
Subsequently, they are forwarded to the appropriate recipients. This process may involve sending email notifications or granting access to a web portal, allowing recipients to review and sign the documents electronically.
Once the documents are signed, they are utilized as needed, such as updating databases, triggering workflows, or integrating with other systems. Finally, the processed documents are stored to ensure accessibility and security.
eSignatures are secure and legally binding digital signatures that replace the need for physical document handling. They are recognized as valid signatures in the US. eSignatures offer convenience, accessibility, improved document tracking and security, and time and cost savings by eliminating printing and mailing.
Advanced technologies such as OCR and intelligent data extraction can automatically extract relevant information from the documents, making it easier to classify and route them to the appropriate recipients.
The integration also offers secure storage and retrieval of digitally signed documents, eliminating the need for filling cabinets and enabling easy access when needed.
Chances are high that the physical handling of mail is mishandled. But the integration offers cloud storage to ensure the security and confidentiality of incoming mail. So there’s less chance of documents being tampered with or stolen.
The workflow remains secure. Meanwhile, the eSignature provides authentication and encryption while identifying and verifying signatures.
Integrating digital mailroom and eSignature ensures customers’ mail is promptly received and addressed. That’s possible due to intelligent data routing, which automatically directs documents to respective heads.
When implementing a digital mailroom and eSignature solution, you must assess its suitability for your business. Several factors should be considered, including the nature of your business, the volume of physical mail and document signing requirements, desired automation level, and specific goals.
You can determine whether your business is prepared for implementation by carefully evaluating these factors. If the answer is positive, we’ll discuss some steps, challenges, and solutions while implementing digital mailroom and eSignature.
Here are a few steps you can follow while implementing digital mailroom and eSignature.
Now that you know how the combination of a digital mailroom and eSignature offers benefits in terms of efficiency, cost saving, and customer safety, embrace the technologies yourself and stay ahead in the modern business landscape.
A digital mailroom is a service that converts incoming physical mail into digital form and automates sorting, formatting, and distributing processes to streamline document workflow.