Enable fast processing and distribution of information for business workflows with a Digital Post Room.
In today’s fast-paced and increasingly digital world, the traditional methods of handling mail and documents are becoming obsolete. The need for efficiency, security, and accessibility has led many organisations to adopt a digital post room.
Need for speed and accuracy
Businesses require the delivery of the right content, to the right people, at the right time in context and via the preferred medium. Customers and partners expect business processes to take minutes, not days or weeks.
With now so many working remotely or in hybrid models, it is important there are no delays in getting information out to all team members. AAC’s Hybrid Post Room solutions enhance productivity by streamlining inbound communication and reduces the reliance on physical and manual methods.
How does a Digital Post Room Work?
AAC’s Post room solutions offer a modern approach for managing inbound information, whether it arrives into your business as paper or email or any other form of digital correspondence. Even if incoming documents are “born digital” there is still a case to automate the processing of incoming documents and data.
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- Post is received through multiple channels including mobile devices, web portals, or the postal service. Incoming mail may be in various digital formats, encompassing email (including attached files), electronic file formats as well as paper.
- Paper documents are scanned if necessary. Incoming documents may be structured (e.g., forms, orders, invoices, and statements) or unstructured (e.g., letters).
- Automatically analyse, classify and prioritise documents, understanding how each item should be handled and route accordingly.
- Useful data is recognised and extracted from the document. This data may also be validated (e.g., against a list of customer names or transactional data within an enterprise system) and routed for further processing and/or to trigger a subsequent step in a workflow.
The need for a hybrid post room is clear in today’s digital age. It offers numerous benefits, including improved accessibility, enhanced security, increased efficiency, and compliance with regulatory requirements. By adopting a digital approach, organisations can transform their mail handling processes and position themselves for success in the modern business landscape.
Building a case for a Digital Post Room
The benefits of a digital post room are:
- Expediting responses to customers, partners and other parts of the business. It’s estimated that it takes on average 18 minutes to locate a physical document, which can be reduced to seconds with a digital post room.
- Making information available faster.
- Improving the efficiency of information-driven processes.
- Reducing the cost of records management. An intelligent post room can result in a 60-70% reduction in costs associated with record management, giving you an added advantage of reduced risk of damaging or losing paper documents.
- Improving accuracy of information – Fewer processing exceptions through increased information accuracy. Humans typically misclassify 1-in-20 documents, and manual data entry errors are common.
On average, companies across the UK receive over 3 million items of post per year, and the cost of manually processing incoming mail is estimated at £0.15 – £0.25 per item. The costs of processing outgoing mail can often be even higher.
Why AAC Systems?
AAC Systems’ Post Room solutions automates the capture of inbound information, whether it is delivered on paper, in an email, email attachment or portals and converts it into structured electronic information to be delivered to workflow processes, business systems and content repositories.
Contact AAC Systems today to get your Digital Post Room journey started.
Get in touch
If you would like to find out more about how AAC Systems work and the solutions and services we provide. please get in touch: