Does this scenario sound familiar? At firms where document conversion processes arent in use, precious time is being wasted opening and preparing mail for interior distribution manually. For the reason of the large volume of mail, significant documents are often misplaced, put in unsecured settings, or not delivered on time or to the correct person. If that describes the current condition of your mailroom, its time to seek the help of a document scanning firm with automated mailroom services.br /
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Why Have Documents Scanned in the Mailroom?br /
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To answer this question, simply consider the alternative. When mail is received, sorted and delivered manually, it is frequently handled by several people before it gets to its intended destination. Inevitably, important mail is often lost or damaged when handled multiple times.br /
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Security is an even more important consideration. Suppose a confidential file is opened in the mailroom, taken from its envelope and left on a table to be read by anyone passing through. Can you afford the risk this kind of security breach represents? br /
Are Outsourced Document Scanning Services Cost Effective?br /
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Many workforce hours and financial resources are necessary to receive, prep, scan, index and upload documents to a a href=http://www.documentlocator.com/Solutions/Document-Management-System/ target=_blankdocument management system/a. This kind of labor-intensive back office processing distracts from your companys key business processes. By shifting these responsibilities to highly-trained document management specialists, youre able to focus on your own central business offerings.br /
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Factoring in the economical risk associated with a safety breach or the loss of essential business documents, outsourcing your file scanning services at the mailroom level provides sound financial sense.br /
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How Does Document Imaging in the Mailroom Work?br /
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Heres a sample workflow for outsourced document management services at the mailroom level:br /
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1. Your mail is sent to a dedicated Post Office box and delivered straightly to a secure document reformatting production facility.br /
2. File scanning specialists open each part of mail and set it for scanning.br /
3. All mail is scanned and indexed considering the pre-defined fields.br /
4. At each stage of production, quality control procedures are followed.br /
5. The scanned and indexed documents are pushed to a safe, web-based a href=http://www.documentlocator.com/Solutions/Document-Management-System/ target=_blankdocument management system/a and simultaneously pushed to a workflow automation software.br /
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The inclusion of electronic workflow allows smooth automation of crucial business processes. Scanned invoices, for instance, can be automatically routed to the appropriate levels of management for endorsement before being sent to accounts payable for processing.br /
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It is no surprise, then, that companies implementing this level of coordination for document management at the mailroom level and workflow automation report enormously increased efficiency in key business tasks? Costs are reduced, safety is assured and liability is built into each process.br /
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When choosing a document imaging company that also offers mailroom services, look for:br /
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• Best-in-class scanning technology br /
• Customized document preparationbr /
• Ability to scan into several formatsbr /
• Exacting quality control measures and a href=http://www.documentlocator.com/Solutions/Document-Management-System/ target=_blankdocument management system/a br /
• Certified document destruction br /
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Secure, automated mailroom services deliver increased business process competence and significant financial incentives. Transfer responsibility for opening and scanning mailed documents to your document imaging services provider. This sole decision will free your employees to focus on the real reason youre in business.br /
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