Is this a situation you’ve seen before? When paper transfer procedures aren’t in place, employees waste precious time manually opening and preparing mail for internal delivery. Important documents are often lost, left in unsecured locations, or not delivered on time or to the correct individual due to the high volume of mail. If your mailroom is currently in this state, it’s time to enlist the aid of a document scanning company that offers automated mailroom services.Kindly visit Jones CPA Group to find more information.
What Is the Aim of Document Scanning in the Mailroom?
Consider the alternative to address this issue. When mail is manually opened, sorted, and delivered, it is often addressed by many people before reaching its intended recipient. When essential mail is handled several times, it is invariably lost or damaged.
Even more critical is the issue of security. Consider the following scenario: a classified document is opened in the mailroom, removed from its envelope, and placed on a table for anyone walking by to read. Can you afford the risk of a security breach of this magnitude?
Each of these risks is eliminated by having your key business documents checked at the point of entry into your company, which automates the flow of documents into your company. Documents mailed together stay together, maintaining transparency, while effective and reliable electronic document delivery improves workflow processes and ensures security.
Are Document Scanning Services Outsourced Cost-Effective?
Receiving, preparing, scanning, indexing, and uploading documents to a document management system takes a lot of time and money. This type of time-consuming back-office processing diverts attention away from the company’s core business processes. You will concentrate on your core market offerings by delegating these tasks to highly qualified document management specialists.
When you consider the financial risk of a security breach or the loss of valuable business records, outsourcing your document scanning services to the mailroom makes sense.
What is the Process of Document Imaging in the Mailroom?
Here’s an example of a mailroom workflow for outsourced document management services:
1. The mail is sent directly to a secure paper conversion processing facility from a dedicated Post Office box.
2. Document scanning specialists open and prepare of piece of mail for scanning.
3. Every piece of mail is scanned and indexed using pre-defined fields.
4. Quality management procedures are implemented at each stage of output.
5. The scanned and indexed files are uploaded to a stable, web-based document management system and a process automation programme at the same time.
Electronic workflow makes it possible to automate vital business processes with ease. Scanned invoices, for example, may be routed to the required management levels for approval before being sent to accounts payable for processing.
Consider how much more efficient the company can be if this level of process automation is implemented. Company papers are no longer collected in the mailroom, hand-sorted, and shipped, only to be handled manually again and rerouted for delivery to someone else. Workflow automation applications allow documents, records, and tasks to flow rapidly and seamlessly from one participant to another for action, based on user-defined procedural rules. The activity is also monitored to ensure that regulatory requirements are followed.