Optimizing Mail Workflows with a Digital Mailroom Solution

Postal mail still accounts for a meaningful portion of critical incoming documents in most organizations, often in financial processes like Accounts Payable and Accounts Receivable. Employing an outsourced and automated digital mailroom with a qualified partner like Octacom can lead to significant cost and turnaround time advantages versus the traditional labour-intensive internal mailroom.

While many companies have gone to great lengths to deploy digital technologies for document submission, it is inevitable that some documents continue to be received in paper form. Incoming paper needs to be opened and directed to the right person or department, for example:

• Invoices
• Surveys
• Claims
• Rebates
• Sweepstakes
• Warranty Documents
• Applications
• Medical Records

Internal mailroom operations are inefficient and costly at the best of times, resulting in weak service levels for internal departments and ultimately for customers. Octacom offers outsourced digital mailroom services and software, including capturing critical data off incoming documents, that are a cost-effective alternative to the traditional internal mailroom. These services can be implemented in as little as 2 weeks, providing immediate relief to internal teams and providing a strong return on investment.

The current coronavirus pandemic has placed a spotlight on business continuity gaps. Companies throughout the Canada and the United States are struggling to convert their processes to a remote work model practically overnight. Unfortunately, businesses that rely heavily on physical mailrooms to receive and distribute critical documents are unable to operate while complying with work from home regulations in effect in many provinces and states.

Octacom is proud to have continued to play an important part of its “essential services” clients’ mailroom workflows in both Canada and the US during this time. Hospitals and many social services, pharmaceutical, financial services, construction organizations are relying on our outsourced mailroom services, data capture services and our Odiss™ Document Management Software as part of their business continuity and disaster recovery plan at this time.

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.