Have You Considered Mailroom Management?

Managing Incoming mail is a key part of any business. It is essential that this mail gets to the correct recipient and is processed in a timely manner. However, throughout the mail’s journey from sender to recipient there are a number of risks, including the mail being lost, losing traceability or being accessed by unauthorised employees.

BPMS provide a number of solutions to eliminate these risks, no matter what format the mail is sent in. Whether it is physical only, physical to digital or through a mail management system, BPMS’s solutions will give you peace of mind and confidence when it comes to your company’s Mail management. Our services include:

  1. Dedicated PO BOX

Our digital mailroom service will set up a PO Box to receive your mail. Upon arrival the mail is processed by our highly trained, security vetted team and prepared for digital scanning. 

  1. State of the art technology

All types of mail can be managed at one location and the data capture technology we use ensures all paper-based mail is converted into the correct text-searchable digital format. 

  1. Quality control

Our well defined and documented procedures are designed to continuously improve the consistency of our service. Quality is constantly measured in line with our ISO accreditations. 

  1. Traceability & auditability

Transforming paper-based mail into a digital format ensures transparency around receipt, each item can be tracked more accurately and a conversion audit trail guarantees nothing is missed. 

  1. Junk mail

Never receive unwanted mail again. We have the ability to eliminate junk mail, ensuring that the only mail that arrives in your mailbox is mail that you want.

What are the Benefits?

  1. Improved efficiency

Automate your mailroom processes to drive efficiency and increase productivity in your organisation.

  1. Increased accessibility

Allow for your information to be instantly viewed concurrently by a number of people across your organisation.

  1. Reduced costs

Eliminate storage and access fees, reduce paper costs, make your information easier and less costly to retrieve and use and save on the cost of expensive office space.

  1. COMPLIANCE

Capture all documents as soon as they enter the organisation, providing secure audit trails and minimising the risk of compliance failure.

  1. Decision making

Improve decision-making due to consistently higher quality of information entering the system, ensuring faster turnaround of decisions.

  1. Customer responses

Increased responsiveness of customer engagement through faster requests for missing information.

  1. Security

Define permissions and set rules for your mailroom so that documents can be retained or purged after a specific period.

  1. Reduced risks

Eliminates a number of risks, including the mail being lost, losing traceability or being accessed by unauthorised employees.

 

How BPMS Supports You

BPMS can provide certified roll-out and ongoing support requirements associated with the implementation of a digital mailroom. We also can provide consultative advice in relation to justifying its application and both on and offsite managed services. These range in scope and complexity.

The ‘BPMS Hub’ describes the service whereby your mail, digital or otherwise, can be opened and processed in accordance with best practice and personalised processes applied within your existing business or work practice.

The Digital Mailroom and GDPR Compliance

Incoming mail from your suppliers, customers and other third parties will almost certainly contain personally identifiable information (PII) that is subject to GDPR compliance.

Our digital mailroom service enables you to easily capture documents that contain PII such as names, addresses and telephone numbers at the point of entry to your business.

Once captured and digitised, documents and data can be properly managed in compliance with GDPR with the ongoing rights of the data subject, the right to be forgotten, the right to access and data portability being fully complied with.

In addition, PII may be extracted and converted to text searchable formats to assist with GDPR compliance and your line of business processing.

To find out more about how BPMS can help you manage your ongoing mailroom requirements why not get in touch and let our experts assist you with the process.