Hardcopy document management at any level, is the enemy of efficiency. Traditional mailroom management including manually receiving, opening, sorting and distributing mail across an enterprise is time-consuming and an unnecessary cost burden to any organization. While email has replaced much of what used to arrive as hardcopy – there is still a significant volume of mail that is physically received at most businesses today. As with ACI’s Accounts Payable Workflow Automation Solution, our Digital Mailroom Manager™ will completely automate the flow of all mail, converting it from hardcopy to digital and delivering it to its intended recipient in a much more efficient and cost-effective manner than is possible with hardcopy.
When you engage ACI’s Digital Mailroom Manager™ for your entire mailroom, all hardcopy mail is redirected to a customer dedicated, secure ACI post office box, effectively eliminating the need for any inhouse hardcopy mail handling. As your digital mailroom service provider, ACI will seamlessly receive, sort, capture, index and route all mail in digital format to the designated department and recipient. This document workflow process allows for much quicker turnaround times for documents required in business processes, facilitating a more efficient decision making process – and significantly reducing costs. A full audit trail is created and logged for the complete tracking of every document, from hardcopy receipt to recipient delivery, digitally.
By outsourcing your mailroom services to ACI, 100% of your mail will:
A digital mailroom is a more efficient way of handling all incoming mail in both hardcopy and email formats. Hardcopy mail is digitally converted using document scanning and data capture processes for automated distribution, retrieval and/or additional processing. Incoming emails are monitored and processed to capture data and extract & convert attachments to predetermined formats for additional processing. Workflow Automation is used to route mail to end-users – using predefined business rules and workflow paths.
A dedicated Post Office box is established for your organization and incoming mail is picked up on a daily basis for processing at ACI’s secure facility. All mail is prepared, scanned, indexed and workflow-routed to end-users for retrieval and/or additional processing.
Dedicated email account(s) are established for each department and/or application to receive incoming email. Senders receive auto-replies confirming receipt – including any exception handling instructions where applicable. Incoming emails are monitored and processed to capture data and extract and convert attachments to predetermined formats for additional processing. Workflow Automation is used to route mail to end-users – using predefined business rules and workflow paths.
Regardless of your organization’s size or industry – a digital mailroom solution will provide many benefits including support of the remote workplace environment.
ACI’s Digital Mailroom Manager will permit your organization to:
In summary, ACI will streamline your business processes by providing Digital Mailroom Automation Services including secure cloud-based document hosting and retrieval.