Digital Mailroom Automation Services
Improve The Speed Of All Of Your Business Processes With Outsourced Digital Mailroom Automation
The traditional mailroom is evolving. Digital mailrooms are becoming yet another ‘new norm’. Organizations big and small are discovering that digital mailroom automation is a more efficient way of handling all incoming mail in both hardcopy and email formats. Hardcopy mail is digitally converted using document scanning and data capture processes for automated distribution, retrieval and/or additional processing. Incoming emails are monitored and processed to capture data and extract & convert attachments to predetermined formats to process further. Workflow Automation is used to route mail to end-users using predefined business rules and workflow paths. Digital mail services are just one result of today’s ever-increasing ‘speed of business’.
Remote Deposit Capture
New Remote Cheque Capture & Deposit Service Delivers Results
Discover how ACI has taken Digital Mailroom to the next level with Remote Cheque Capture & Deposit services. Global events over the past year have permanently changed the way we do business and as a result new requirements have developed for many organizations of all sizes.
Operating with a remote workforce is no longer a temporary measure as many organizations decide to continue the practice part time, while others are taking the plunge and eliminating their business premises completely, permanently transitioning to a virtual office environment. With no one at a central office on a daily basis, who will handle incoming hardcopy mail and especially incoming payments by cheque? Is your cash flow being negatively impacted? Are you missing important, time-sensitive business opportunities?
ACI now offers Lockbox Banking solutions with Remote Cheque Capture & Deposit services. Simply redirect your mail to an ACI provided lockbox and we not only handle your incoming mailroom requirements, we also make your daily deposits directly into your business bank account no matter which financial institution you deal with.
Here's What We Offer
- Daily Mail Pick-Up
- Digital Mail Conversion
- Digital Mail Routing To Recipients
- Remote Cheque Capture & Deposit services
- Cheque Data Transfer For ERP Import
Meet your changing business challenges and improve operational efficiency with ACI’s Remote Cheque Capture & Deposit Solution.
Case Study In 30 Seconds
Remote Cheque Capture & Deposit Service
The Solution To This Insurance Company's Dilemma
Challenge
Like many, this organization made the decision to work remotely to ensure staff safety. Handling incoming mail in a timely manner, specifically, cheques requiring immediate deposit became a challenging issue.
Solution
A decision was made to redirect mail to ACI for digital conversion and routing. All cheques received are deposited into the client’s business bank account on a daily basis and captured data is securely transferred to their ERP.
Benefit
The client now has peace of mind, knowing their information is being securely handled and their cash flow is uninterrupted allowing for business continuity and immediate access to critical information regardless of work location.
Deliver New Levels of Efficiency With Mailroom Automation
Digital Mailroom Automation has become a natural extension of corporate document management that takes into account all the variations in document types regardless of document classification. Since receiving corporate mail in hardcopy format can be a significant obstacle to business process efficiencies and information access, turning your physical mailroom into an automated mailroom just makes good sense and saves time too. You already know that traditional mailroom management, including manually receiving, opening, sorting, and distributing mail across an enterprise has proven to consume incredible amounts of time and is an unnecessary cost burden to your business or organization. Whether mail sits in a box before being picked up, gets lost somewhere along the way, or goes to an incorrect recipient – dealing with it physically can result in unnecessary delays and frustration, affecting vital business processes and access to critical information. A virtual mailroom can make all the difference.
Empower Digital Transformation With Cloud Technology
While email has replaced much of what used to arrive as hardcopy, there is still a significant volume of mail that is physically received at most businesses today. Not being able to respond to mailed correspondence in a timely manner just isn’t an option in today’s swift-moving business environments. A digital mail service will significantly improve correspondence response times.
There are many processes and departments within a business that could benefit from cloud-based mailroom outsourcing solutions, but automating the corporate mailroom, in particular, can have a more significant impact than you may initially have thought. By implementing a digital mailroom automation process, you ensure the handling of communications and information in a much shorter time span. ACI’s Digital Mailroom Manager™ completely automates the flow of all physical correspondence, converting it from hardcopy to digital, eliminating any need for data entry and handling of paper documents – and delivering it to its intended recipient in a much more efficient and cost-effective manner than is possible with hardcopy. And because it’s cloud-based, there is no requirement for a license or to load any software.
Eliminate The Management of Physical Mail
When you engage ACI’s Digital Mailroom Manager™ for your entire mailroom, all hardcopy mail is redirected to a customer dedicated, secure ACI post office box, effectively eliminating the need for any inhouse hardcopy mail handling. As your digital mailroom solution provider, ACI will seamlessly receive, sort, capture, index and route all mail in digital format to the designated department and recipient. This document workflow process allows for much quicker turnaround times for documents and information required in business processes. This allows easier access to the information and facilitates a more efficient decision making process; as well as significantly reducing costs and improving the overall customer experience as a result. A full audit trail is created and logged for the complete digital tracking of every business document, from hardcopy receipt to recipient delivery. There is no software required on your part as the solution is completely cloud-based, eliminating the need for the licensing, loading or updating of software.
Digital Mailroom Manager™ is a component of ACI’s suite of automation solutions. It can be implemented along with the other components or on its own. Digital Mailroom Manager™ can be used by department or enterprise-wide and is essential to a successful remote workplace strategy.
Partnering with The Right Digital Mailroom Automation Provider
When considering digital mailroom service providers and digital mailroom solutions, selecting the right automation partner doesn’t have to be a daunting task. Here are a few things to consider when looking for the right digital mailroom services partner:
Leverage Automation Experience
ACI receives and digitizes documents of all types efficiently and accurately, whether they are invoices, sales orders or even health records information.
With Experience Comes Expertise
ACI uses our very own efficient, proprietary automated routing system, allowing your incoming mail to be processed and routed in a timely fashion.
Even Email can be Better Automated
Our AP Automation solution seamlessly processes emailed invoice attachments – so capturing, disseminating and routing any other type of attachment is easily accomplished as part of a digital mailroom solution.
Cross-Pollination Automation
ACI will leverage Mailroom Automation to drive efficiencies and help automate other departments that could benefit from automation solutions. Departments like AP & AR would have tremendous gains from automation as a byproduct of Mailroom Automation.
Accurately Capture Data from all Documents
ACI has the document processing tools and expertise to digitize your documents and leverage AI data extraction technology to index those documents regardless of document type, allowing you to easily find the information you need – when you need it, regardless of whether the documents are handwritten, organized by barcode, or even oversized.
Document Security is a Priority
ACI takes the security of your documents, data and business processes as seriously as you do. The CSAE 3416 SOC Audit Report provides you as our customer with the assurance our service business is maintaining effective and efficient internal controls related to financial, informational, or security reporting. PIPEDA is a law that protects personal information in the hands of private sector organizations and provides guidelines for the collection, use and disclosure of that information in the course of commercial activity.
Digital Mailroom Automation FAQ
A dedicated Post Office box is established for your organization and incoming mail is picked up on a daily basis for processing at ACI’s secure facility. All mail is prepared, scanned, indexed and workflow-routed to end-users for retrieval and/or additional processing.
Dedicated email account(s) are established for each department and/or application to receive incoming email. Senders receive auto-replies confirming receipt including any exception handling instructions where applicable. Incoming emails are monitored and processed to capture data and extract and convert attachments to predetermined formats for additional processing. Workflow Automation is used to route mail to end-users using predefined business rules and workflow paths.
Regardless of your organization’s size or industry, a digital mailroom solution will provide many benefits including support of the remote workplace environment.
ACI’s Digital Mailroom Manager will permit your organization to:
- Take advantage of corporate-wide workflow automation
- Maintain corporate policy compliance
- Increase employee productivity & efficiency
- Improve customer service & communication
- Reduce turnaround times
- Increase document security & privacy
- Reclaim valuable office space
- Facilitate disaster recovery
- Gain instant access to important documents
