Digital mailroom outsourcing services is one of the many solutions that we offer our clients at Octacom. While our production facilities are located within Canada, what many potential clients do not realize is that we have a network of scanning partners throughout the United States and in other countries as well, such as India.
Leveraging our trusted network, we are able to offer digital mailroom services internationally to meet the needs of our many clients operating globally.
What is a digital mailroom?
While more and more communication is being delivered electronically, companies do still continue to receive paper mail, the volume of which can vary significantly. Furthermore, legislation may require an option for customers to communicate with certain service providers via traditional paper mail, which means this method of communication is likely to continue into the near future for enterprises operating within those industries. At Octacom, we receive a variety of mail on behalf of our clients including invoices, claims, sweepstakes, rebates, onboarding documents, contracts, delivery tickets (BOLs / waybills), and more.
Implementing a digital mailroom partnership with Octacom can include any or all of the following services:
PO Box management and daily servicing via courier
Strict chain of custody controls from the post office to our warehouses (or the warehouses of our scanning partners) for processing
Exceptions management which includes disregarding junk mail / flyers and forwarding certain items such as cheques back to our clients
Document preparation for digitization including removal of fasteners, repairs of small tears, etc.
High quality scanning in colour or black and white, with the option to leverage Optical Character Recognition to generate high resolution searchable files
Optional data capture services where Octacom identifies various data points associated with each piece of mail (i.e. customer name, physical mail attributes, dates, etc.)
File naming based on configurable business rules as determined on a client-by-client basis
Output of digital files to the client through various forms of transmission including upload to Odiss, Secure File Transfer Protocol, and more
What are the benefits of an outsourced digital mailroom?
Traditional internal mailroom services are often costly and ineffective. Furthermore, they may not be feasible for clients operating globally. By partnering with Octacom to outsource your mailroom, you can benefit from the following:
Improved Data Security: ensure confidential data is kept safe using robust technology and safeguards, leveraging comprehensive audit trails and data redundancy.
Accessibility: increase the ease at which individuals within your organization can access the mail, including those operating remotely or internationally.
Streamline Workflows: eliminate manual sorting and delivery of paper files to improve turnaround times – get relevant information into the right hands faster.
Reduced Costs: automating the digitization of mail and corresponding data capture will reduce the time and energy spent on traditional mail handling as well as removing errors caused by manual data entry.
Eliminate Bulky Paper Process and Storage: paper documentation takes up valuable space and is susceptible to physical damage, loss, misfiling and privacy breaches.
No matter where your company is operating, Octacom will be able to leverage our secure network of trusted scanning partners to ensure seamless receipt of high resolution digital images thus eliminating the need to manage internal mailrooms.
Octacom is a SOC 2, Type II Audited enterprise software and services company focused on document and data automation solutions, including automated data capture. Founded in 1976, Octacom specializes in accounts payable automation and automated invoice processing, among other digital / automated business process outsourcing services.
If your organization is looking to learn more about our solutions and services, please contact us and we would be glad to help.