Digital Mailroom

Process Improvement Ideas: A Digital Mailroom

Digital Mailroom


A digital mailroom is the effective and digital (believe it or not!) way of managing all incoming post. Sorting electronic and paper mail in a timely manner to ensure they reach the right department when needed.

Remember when receptionists could sit for hours each day, opening the post with a letter knife and walking around the office delivering mail to the right person? I do, as it used to be me!

That may still partly be the case for some organisations but these time consuming processes cause delays and affect how businesses communicate with customers and suppliers.

A digital mailroom provides a pathway to change by reducing paper use, limiting the need to print and efficiently organising information.

Think about amount of inbound data your business receives; in the post, via email, phone calls, web orders and then how it’s organised and by who. Is everyone following the same system and is information being stored in the same way?

If the answer is no, things could be getting a little hectic and during busy times, your existing processes could buckle under the pressure.

A Digital Mailroom and Document Management

Digital Mailroom

Digital mailroom solutions mean your incoming post is dealt with and stored in the same way by everyone no matter what format it is received in.

With a Document Management System, paper documents are scanned in while emails can be automatically stored from an inbox. Whether it’s a supplier invoice or a contract with a new customer, all incoming data gets stored in one central and secure location.

Only authorised users can use the system and access to documents can be strictly controlled, for                                    example HR are the only employees able to view staff records.

Integration with Internal Systems

Integration with Internal Systems

With DocuWare’s Connect to Outlook functionality, the system can integrate with Office 365 and automatically store emails from your inbox, making email management simple.

It can remove shared mail box headaches by monitoring a watch folder and when emails meet a certain criteria defined by you on implementation, they are pushed into document trays to be dealt with accordingly. Any incoming post marked as urgent for example, can be immediately forwarded to management.

Once a document is in DocuWare users can choose whether to trigger a workflow. If they select yes, a task is generated for the relevant person in the process. Whether it’s an invoice to be approved or a CV to be read, once the task is complete, a digital stamp can be applied to the document.

Intelligent Indexing

In order for any digital mailroom to operate successfully, accurate data, captured at the start of a process is vital. If incorrect information flows through the business, whether it’s from manual entry or missing information, problems will occur.

Once a document is in DocuWare, Intelligent Indexing runs on it to extract the most important pieces of information that are relevant for the organisation– dates, names, reference numbers etc. This information then becomes the document search criteria, bringing results back                                                              in seconds.

Intelligent Indexing is based on machine learning and with each scan, begins to remember where to find the most valuable information on a document. Any manual corrections are learnt too, continually increasing in speed and accuracy.

DocuWare can be linked with any business system. An invoice can arrive, be processed, stored and pushed to a Finance package without any manual intervention.

GDPR Compliant Software

With so many data protection regulations to follow it’s important to ensure any incoming post containing personal data is dealt with efficiently and compliantly.

The penalties for a GDPR infringement can range from a warning from the Information Commissioners Office to a maximum fine of 4% of an organisation’s annual global turnover.

With this in mind, any system used to process personal data needs to be GDPR compliant. DocuWare can help – it is quick and easy to locate any personal data stored within documents. It can export, correct and delete personal data while ensuring this data is protected for as long as it’s in the system.

The Benefits of a Digital Mailroom

A digital mailroom can be tailored to suit business processes and requirements. By automating incoming mail from receipt, through to capture and storage, organisations can benefit from a reduction in postage, print, physical storage and staff costs.

Adopting a digital mailroom will also help to reduce paper use, increase customer satisfaction and give staff more time to focus on other tasks away from the admin of processing mail.

Information coming from a variety of sources is electronically captured and classified meaning it’s readily available and accessible at any point in a process. Management can easily see where an invoice or a customer order is up to, as well as any tasks that haven’t been complete.

From experience with our clients using document management software, we know this level of automation works and they see the ROI.

If you’re thinking about implementing a digital mailroom, we offer free process assessments that can help.  We will chat with you about how you currently work, understand the challenges you’re facing and explain how an automated solution will streamline your processes.

Difficult times are ahead in Business

Difficult times are ahead in Business

Guy Fawkes tried to bring the country down on the 5th November 1605, the COVID Pandemic is more likely to bring this country to its knees in 2020/2021

Since March, companies throughout the UK have had to make some rapid decisions on how to cope with the immediate effect of this COVID pandemic and how they can operate and, more importantly, how they can survive.

The government came up with several very helpful support packages to help us get through the lockdown and since then we have been employing a number of these schemes to keep the business afloat.  As a number of these schemes are coming to an end in October the big question now is, where do we go from here?

We talked about the new normal with people working from home. Initially, financially for companies this looked an ideal solution to cut costs and continue operating and great for the employees as they did not have to commute and could work flexible hours. In some cases, this has actually been really beneficial for everybody.  Sadly, in other cases, people have found working from home has its distractions, as well as issues communicating properly internally and externally and has had a detrimental effect on the business.

Many businesses now have time to reflect. Initially, they reacted to the immediate issues threatening their livelihoods and put in tools to manage the position. Now, with a second lockdown looming in November, is this pandemic going to cause greater disruption than Guy Fawkes ever could by blowing up parliament?

It’s time to look ahead, respond to the position, accept that we are going to be living with this problem for quite some time and look at how we are going to operate in the future.  What plans, business tools, cost cutting, and employment decisions need to be made to keep in business?

The major costs that spring to mind are the office rent, the wage bill and office operating costs. A number of these costs can be difficult to cut as there are long term agreements in place. However, there are several other hidden costs that can be reviewed and, in many cases, can provide valuable income back into the business.

One area that you can look at immediately is the office operating costs and, if you are having to sadly make redundancies, you need to look at technology that can help manage the new position. This can be in areas such as unique software that provides full document management, meaning information is available at a touch of a button with full security and compliance or internal leases like office equipment that could be refreshed at much lower rates and more suitable for your future operating requirement and needs.

Where is there help?

Our business, Document Workflow Solutions, was set up in a joint venture with Xerox UK to help companies see the future and adapt to the changes companies are confronted with, as well as providing unique and valuable business tools that will cut costs, increase business efficiency and help provide a very competitive edge in your market place. If this is something your business wants to look at, we are happy to provide a free office audit and look at all your document costs and processes.  We have been very successful in helping many organisations make at least 30% savings and, in many cases, even greater cost efficiencies.

African woman working on new building plans while sitting at her desk. Female interior designer working at home office.

Working from Home is this the new working environment

Many companies now are changing their thought process on people working mostly from home as opposed to travelling into the office every day. With today’s new technology employing all the wonderful new computer tools, the cloud and advanced telecom facilities life would appear to be sorted, or is it?

One area that Xerox -DWS are very aware of is the cost of printing documents especially when buying a small home office multi-functional printer from the internet and buying consumables to run it. Initially this looks like the ideal solution as it’s a low-cost investment in the printer and then you buy the consumables when you need them at a competitive rate.  However, let’s look at this situation more closely:

All printer manufacturers make a fortune by selling the home office print devices cheaply and then selling the consumables on an ongoing basis. This is why print cartridges are so expensive and not only that, they change the printer models regularly so you have to keep buying different print cartridges even though the model you may replace from time to time looks so similar.  Worst still, if something goes wrong, trying to get any warranty work can be difficult especially if you have purchased cheap compatible print cartridges to keep the running costs down. This cancels the warranty and it is cheaper to buy a new one that get the current one repaired.

This may not even be the worst news because, if you are a company who have a number of home workers, trying to control the cost of print is virtually impossible and there are no tools to manage the position from afar so making this part of the IT budget is a nightmare. Another issue is, by using these small individual printers, companies do not have all the business scanning tools to scan documents into the company’s bespoke applications, making the whole process of managing information from the satellite home offices a nightmare.

Don’t despair though because the Xerox-DWS unique new all-inclusive solution for home workers, DocuCentre, is easy to use and offers a fully managed print solution, meaning you don’t need to worry about buying expensive consumables to run the machine or worry about trying to get the printer fixed if you have an issue.  It’s all done for you including onsite fixed maintenance.

IT managers will be happy as they have all the tools to control and manage the printers from afar and the users have a Xerox-DWS DocuCentre that prints high quality documents at speed, cost effectively with all the scan tools to integrate with the main offices business applications.  Added benefits include additional apps on the print device to enhance the home workers experience of producing and managing documents.

The really great news with this system is there is no initial purchase to be made, no long-term contract instead there is a monthly investment and cover for a 36-month period. If your requirements change there is flexibility to upgrade and at the end of the term, you can upgrade to the latest technology, backed by Xerox, the world’s finest Document management company.

To see how the DocuCentre could save your business time, money and hassle with staff working and printing documents from home, speak to us on 01444 462 980

Click on the link below for more info.

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Managed Print Services to save money

When you think how much you spend on print production, including supplies and maintenance and outsourcing when you don`t have the right equipment for the job, isn`t it time to think again?

Print is too often seen as an unavoidable cost that’s never questioned. But, through managed print services, we can help you gain visibility of your print and control of your spending. We’ll streamline an operation that’s fundamental to the smooth running of your business, making it more efficient and cost effective.