Remote work has become a way of life for large companies and it’s not going back. Businesses need to solve inbound mail problems now before the issues get compounded and out of control.
Driven by the current COVID-19 pandemic, the business operating environment is changing with unprecedented speed. Ensuring business continuity and employee safety is now a top priority for businesses. Removing hurdles created by physical mail is more critical than ever.
This new environment requires an intelligent solution to transition away from physical paper mail and move towards a touchless digital solution. Digitizing mail in the mailroom solves the current problems businesses face today and transforms how a company handles all types of data.
When you implement an Enterprise Digital Mail Platform, you gain speed, security, and control, creating real digital transformation that increases your business’s flexibility and efficiency.
Several potential options in the current market may meet the minimum requirements to transition to touchless mail. While all deliver mail digitally, most will create as many new problems as they solve.
The Digital Mail Platform is the only solution that delivers a complete transformation, not just delivery. Here are the critical aspects of the strategic implementation of touchless digital mail.
Remote work creates new kinds of risks. Because work no longer takes place inside your physical premises, data is out in the world, and users log on in various locations. Physical mail delivery has its own challenges, such as tracking when it was received and opened, who saw it, what actions were taken, if copies were made, and whether PII was exposed.
Unlike traditional email, an advanced system keeps your data secure in motion and at rest, and it controls who can see it. Compliance is an issue that goes beyond email to include physical mail. To ensure compliance, every inbound piece of mail must be accounted for.
From a compliance perspective, Enterprise Digital Mail empowers auditor and regulator queries to be answered in seconds. To help advance your operational goals, touchless mail also provides metrics for business management, SLA performance, and KPI reporting.
A well-engineered system provides control so you can be confident that every action item that comes in is handled promptly. When something does go wrong, there is an easily searchable audit trail to discover where the issue is.
Enterprise Digital Mail’s audit control functionality and dedicated user Interface help multi-user groups work effectively. Integrated audit trails bring transparency by displaying who’s seen a document and where it goes. Your digital assets are routed only to those users that are authorized to view them.
You can still work efficiently but from a distance. The system tells you what’s been actioned, who actioned it, and any other details that might be of interest to you. This gives you the bird’s eye view of your whole mailing operation, so you can easily spot opportunities for improvement.
Enterprise Digital Mail offers workflow integration, data extraction, and dedicated UIs so workgroups can function seamlessly. We’ve integrated powerful technology into user groups to deliver control over users. The dedicated UI allows users to extract the data that they need while forwarding each document. And it’s all done quickly, without the need for excess labor.
Digital transformation allows you to handle and process mail more efficiently in the age of remote work and social distancing. Digital mail reduces delivery times from days to seconds, and the destination can be anywhere—home, a remote office, or company headquarters.
Enterprise Digital Mail helps multiple users work on the same queue without stepping on each other’s toes. Touchless mail can automate data integration with downstream systems of record, and it dramatically reduces the time it takes to process transactions and respond to customers.
Touchless mail is great, but the real business value lies in extracting the data and integrating it into the appropriate system of record. As the pandemic continues and employees can’t access the office, the mail is being received far from where the work is happening.
To manage your business more effectively in this environment, it’s imperative for organizations to understand where the mail needs to go, how to get it there, and how to ensure that the appropriate individuals and groups can work on it in an appropriate timeframe.
Reluctance to get rid of outdated “snail mail” creates and maintains unnecessary complexity and distractions. Eco-Mail’s solution digitizes your mail the moment it arrives in the mailroom, enabling your staff to deliver critical data and information to your digital workflow in seconds flat.
The work-world has changed with absolutely unparalleled speed. Driven by the pandemic, remote work went from being an outlier to a core function practically overnight… and this isn’t a temporary phenomenon.
Physical mail is one of the biggest hurdles to efficient remote work. You need to solve this problem today. You need to do it in a way that is sustainable.
Eco-mail’s enterprise digital mail solution conquers physical mail challenges and optimizes document management.