Implementing a digital mailroom streamlines the way that your company manages incoming and outgoing communications and documents. With this business strategy, you can overhaul mail management procedures and limit manual handling tasks and human error to increase productivity.
This article takes you through the step-by-step process of how to implement a digital mailroom for your business. We also look at valuable tips to improve the efficiency of your mailroom.
Step 1: Assess current processes
Evaluate your current mailroom systems to identify problem areas (such as the exposure of confidential information or lost mail) and gauge the improvements needed. This means a thorough audit of how your business receives, sorts, distributes and manages mail. Consider the volumes and categories (physical mail, emails, etc.), your present digital facilities and staff capacities.
A digital mailroom process improves customer service by speeding up accuracy and response times, frees up employee capacity with a greater focus on efficiency, and reduces costs.
Step 2: Gather your requirements
With your assessment findings in hand, you can move on to establishing the framework for your digital mailroom implementation. Remember to consider the following crucial aspects:
- Objectives and goals: Clearly formulate what you want to achieve with your digital mailroom and set SMART (specific, measurable, achievable, relevant and time-bound) targets.
- Volumes and types of mail: Your digital mailroom must meet the demands of your mail streams.
- Functional requirements: Pinpoint the required capabilities of your digital mailroom and make sure that it aligns with your existing document management system (DMS).
- Security: Does the intended digital mailroom meet your security requirements regarding confidential information and intellectual property?
- User requirements: Can your staff manage and adapt to the digital mailroom? Do they need training?
- Financial requirements: Does your budget allow for the implementation of a digital mailroom, and will the return on investment (ROI) justify this expense?
Step 3: Research and select digital mailroom technology
The right technology underpins the success of your digital mailroom. This choice can be daunting and confusing, as the market is flooded with different options. When selecting your technology platform, ensure that it aligns with your identified needs and goals. Flexibility, security, intuitive operation and customer support are also core considerations.
Options range from document scanning and indexing to advanced automated systems. Evaluate digital mailroom providers before signing up. Look at their experience and market reputation by reading reviews and trying demo versions of their products. Backed by more than 27 years of experience, Shredall SDS Group’s digital mailroom service is a top-shelf solution that will not let you down.
Get a free quote from us today to get your journey to mailroom automation started.
Step 4: Design the mailroom automation workflow
Organise your mailroom automation workflow from start to finish. This means tracing mail from receipt to distribution to finalisation. This design must include the capturing, indexing and classification of mail. You must also indicate how mail will reach recipients and how the recipients will return it to the flow for outgoing purposes. By optimising automation, you limit the physical handling of communications, which improves accuracy, efficiency and security.
Step 5: Plan for security and compliance
In today’s data-sensitive environment, security and legal compliance are essential and must be a key factor in your digital mailroom implementation. The Data Protection Act 2018 regulates the information protection principles in the UK. You must ensure that your digital mailroom has the required encryption protocols, access controls and secure storage facilities to safeguard personal and sensitive information. We keep compliance at the top of our priority list, as attested by the Shredall SDS Group accreditations.
Step 6: Set up the infrastructure
Your choice between an in-house or external digital mailroom determines your infrastructure needs. For an on-site digital mailroom, you will need to set up a physical room where mail is received and install the required technology such as scanning equipment, servers and storage space.
Remember, paper is a combustible and fire risk, so ensure that your safety measures are in place. Your business will also have to assign staff (such as handlers) to this digital mailroom. When contracting with a digital mailroom vendor, such as Shredall SDS Group, all mail is handled off-site and you do not have to worry about infrastructure.
Step 7: Train staff
Another key component to the success of your digital mailroom is staff training. With an in-house system, you will need to assign and train staff as core handlers, data capturers and distributors. All employees require training in how to access and use the digital mailroom.
Step 8: Develop a pilot programme to test it
Before rolling out your new digital mailroom, it is important to test it. You can use a pilot or demo programme for this purpose. This will plot the success of the intended system and also highlight gaps. Remember, a digital mailroom must enhance and not hamper your business.
Step 9: Launch the mailroom
After successful testing, you can roll out the digital mailroom. It is important to keep your employees in the loop. This entails announcing the rollout, letting them know how to contact support when they encounter glitches (especially in the first few weeks), and issuing clear instructions on how to access and use the new system.
Step 10: Monitor and optimise the system
Remember to continuously monitor how well the system works – processing times, accuracy, error rates, and user and customer satisfaction are some of the important key performance indicators (KPIs). Rectify any gaps you identify. This is an ongoing process and will possibly evolve along with new technological advancements.
Streamline your mailroom management today
Setting up and implementing a digital mailroom is a mammoth task. Outsourcing this to a reliable expert such as Shredall SDS Group has countless benefits, including cost-efficiency, tried-and-tested strategies, and optimal security.
Contact us today for your bespoke digital mailroom quote.
Digital mailroom FAQs
If you’re still unsure about what a digital mailroom is or why you should consider outsourcing one for your business, we’ve answered some of the most common questions to help you decide if it’s the right option for your business.
What is a digital mailroom?
A digital mailroom is a digitised, automated system that manages inbound and outbound mail. It uses technologies that sort, scan and index your mail into digital documents, which can then be sent securely to the recipients.
What are the benefits of a digital mailroom?
A digital mailroom gives you access to mail digitality, streamlines and prioritises communications, improves data security, and saves money. Mailroom automation also ensures that your business stays GDPR compliant, with a clear audit trail that can be tracked to reduce the risk of fines or reputational damage.
What are the key features of a digital mailroom?
A digital mailroom is a system that is accurate, secure and efficient. It ensures that data is secure and communications are automated for increased efficiency. It must also be scalable and user-friendly.
