How Office Process Has Changed
COVID has indisputably changed how companies are doing business. It has also impacted their approach to Intelligent Process Automation (IPA). Among the driving factors has been the uptick of the remote workforce. While this has primarily been a smooth transition, for many, it has sped the need and desire for ancillary solutions to provide continued success. Digital mailrooms are among the automated solutions that have been on the rise. By no means only a pandemic solution, digital mailrooms offer a unique and optimized way of automating a necessary element of office life.
What Makes a Digital Mailroom?
For organizations dealing with the impact of COVD-19, mailroom automation provides a solution to the problem of routing mail to a workforce that has been forced to work remotely. Today’s intelligent mailroom technologies offer opportunities to transform and improve processes in all areas of the business, including creating compelling new customers experiences and services.
Mailroom automation harnesses together a group of mature advanced technologies that include artificial intelligence (AI), machine learning, advanced data extraction, process orchestration, and the integration of mailroom systems with other business systems.
Besides the benefits of streamlined processing, increased productivity, and cost reduction, intelligent mailroom automation can surface insights to improve business operations in areas like regulatory compliance, financial planning, and line-of-business decision-making.
How Digital Mailrooms Work
At its core, mailroom automation enables an organization to eliminate manual labor in the mailroom and to process incoming mail automatically. This includes recognizing, categorizing, storing, and routing all incoming correspondence to the appropriate parties, including paper and electronic mail.
As mail arrives, intelligent recognition systems identify the type of mail and the recipient, then route or process the mail based on business rules, parameters, and workflows that have been established.
For example, payment-related documents can be recognized and routed directly to accounts receivable departments and systems. Workflows can be created to extract payment data and automatically populate ledgers and enterprise planning systems.
Customer queries and forms can be recognized and routed to the appropriate customer service representatives and business systems. As customer queries are analyzed, patterns can be detected to spot trends, recognize problem areas, and discover new business opportunities.
Delivering Scalable and Sustainable Solutions
Deploying technologies like AI and process workflows is only the first step in creating an intelligent mailroom solution. Using the latest agile and flexible development and automation technologies enables business rules, parameters, and workflows to be easily tweaked to produce optimal results.
By continually monitoring and analyzing your company’s business processes, new ways can be discovered to refine processes, serve customers, identify new revenue streams, and reduce costs.
Though popularized and expedited by COVID remote work, digital mailrooms will not disappear with a vaccine. With the streamlining of the mailroom process, a more efficient and productive process will be a solution that becomes normal even as we start our return to normal.
Why Roth Automation?
What sets Roth Automation’s consultants and engineers apart is decades of experience in designing and deploying intelligent document solutions. Our experts will work with you to ensure that your business succeeds in implementing the most efficient intelligent mailroom automation solution, and ensure that your business reaps the benefits of ongoing discoveries through the application and refinement of intelligent technologies.
To learn how your business can reap the benefits of mailroom automation, and speak with our expert consultants, click below.