Document Management & Workflow Blog

29 Jun 2020 Colin Graf

What to Look for in a Digital Mailroom Services Partner

Whether you’re in a state that is in a phase of reopening or re-closing, it’s no secret that a second wave of COVID-19 is threatening, and businesses need to prepare. That means prioritizing your employees’ safety and ability to work from home.

A key place to start is at the core of all business operations: the mailroom. With the right digital mailroom services partner, your team can maintain strong communication, increase productivity levels, and scale your company even during the most uncertain times. But what exactly makes a digital mailroom services provider the right one for your business? Read this post to find out what you should be looking for in a partner.

Intelligent Capture

First, look for a digital mailroom services partner that offers solutions with intelligent capture. With an advanced capture platform, your organization can capture documents and data from physical mail and transform it into digital content instantaneously. Then, you can easily store and organize your documents in your content management system. Employees can send and receive mail from anywhere, staying connected with not only one another, but also with your partners and clients.

Moreover, you can reduce processing errors and improve data accuracy by partnering with a provider that offers advanced capture. The technology has the intelligence to find and identify discrepancies, so you don’t need to waste time doing it yourself.  You’ll keep your mistakes to a minimum and your productivity levels to a maximum. A reliable digital mailroom services partner with intelligent capture expertise can help you do just that.

Fast Processing

You should also look for a digital mailroom provider that can scan, sort, and index your data and documents quickly. After all, you want to expedite your processes with a digital solution, not slow them down. Slow, manual processing has been one of the major struggles for companies managing the effects of the shutdown. Fortunately, you can overcome this obstacle by partnering with the right digital mailroom services provider. The top partners guarantee 24-hour scanning and indexing. With this quality in a provider, you can process mail in a timely manner. You’ll never miss out on important communications, regardless of where you and your team members are.

High Security Standards

Additionally, look for a digital mailroom services partner that maintains high security standards. This is a critical quality to look for if you want to minimize your organization’s risks and ensure compliance. The top digital mailroom providers make achieving these goals easy, even while working remotely. They are PCI Level 1, version 3 certified, encrypt data at rest, and prioritize document-level security. They are also SOC / AT 101 Type II and HIPAA compliant. Keep this in mind as you search for the best digital mailroom services provider for your business.

Easily Searchable Archive

When looking for a digital mailroom partner, make an easily searchable archive a must-have as well. With this quality in a provider, you can find, access, and organize your documents easier than ever before. Plus, the best interfaces are clean, intuitive, and require very little training to utilize. So, you can get your new mailroom management system up and running quickly while you’re working from home. The top providers even allow you to access your archive from any device, making remote mail management even simpler. Do you want to take advantage of these benefits in preparation for the future? All you need is a digital mailroom solutions partner that offers an easily searchable archive.

Customized Solutions

Every organization is different and has different needs, especially during times of uncertainty. This is why it’s crucial that you look for a partner that can create a digital mailroom solution just for you. Top business process outsourcing partners truly care about their clients’ organizations and prove it by putting in the extra effort to customize solutions.

They always consider not only your budget, but also the types of documents you receive. If you’re in the mortgage industry, you likely work with mortgage origination and servicing documents. Your needs will vary greatly from an organization in the healthcare industry that sends and receives patient admissions and prescription fulfillments. The top digital mailroom services partners understand this. They offer customized solutions to fit your unique needs.

Proven Process

Last but not least, choose a digital mailroom services partner with a proven process. The best third-party vendors have had years of experience providing digital mailroom solutions. And, through those years, they have developed and perfected digitization processes that have led their clients to success.  And their proven processes are to thank.

The ideal process begins with content pick up. During this initial step, the digital mailroom servicer picks up mail from both PO boxes and offices. Second, the provider digitizes the content by sorting, scanning and data capturing it. Finally, they route the electronic document images to the appropriate people or system. Search for a digital mailroom partner that utilizes a proven process like this one. You can effectively prepare for the future by partnering with a provider that didn’t falter during possibly the most unexpected challenge of the last half century.

In order to prepare for the future of business and adapt to whatever conditions a second wave of COVID-19 could bring, organizations need to adopt digital solutions that transform their businesses. One of the best places to start is in the mailroom: the heart of your company’s communication. At MetaSource, we know how crucial this operation is to your organization, and we want to help. That’s why we take pride in meeting all of the above criteria. We offer advanced capture, fast processing, a high level of security, an easily searchable archive, customized solutions to meet your unique needs, and a proven process. We know we can help your business through difficult times by supplying you with a high-quality digital mail solution.

Contact us to learn more about our digital mailroom services and how we can be the right partner for you, when you need us most.

Contact Us to Learn More About Our Digital Mailroom Solutions