Solution Overview

Solutions
Key Features
- Scanned images stored online
- All items time/date stamped on scanning
- Automated indexing mechanism to place these documents into nominated files
- Automated assignment of post to specified recipients
- Post optionally pushed to recipient or notification of its arrival automatically emailed
- Add, edit or delete notes to post items – very useful if sharing views
- Audit trail of every viewing by person, date and time
- Optionally, view other people’s post items given appropriate viewing rights
Benefits
- Manage all your inbound correspondence in one central location
- Search your entire post box for rapid retrieval of any stored item
- Reduce your archiving costs
- Make better use of expensive office space by reducing the number of filing cabinets
- Rapid distribution of post by automatic routing to the correct recipients
- Improved customer service level by giving immediate access to incoming post
- Ability to share documents without the need of photocopying
- Improve security and integrity of confidential documentation
- Tamper proof post
- Integration with existing document handling systems
- Secure access for authorised users anywhere through an Internet browser
- Remove the need for duplicate photocopying
- Improved control of documents in the company
Screen Shots
Case Studies

Solutions Overview

Post Room Management

Overview

Sorting, distributing and filing incoming mail is traditionally a manual and time consuming process with but in a modern world would be much better if automated. Post room management software simplifies the process of handling your incoming mail by scanning everything and storing it in digital form on a computer exactly in the same way as storing pictures from a digital camera. Each image can be identified and automatically routed to the intended recipient’s post box. Because these images are now online the recipient can share them by giving nominated people viewing rights. Such images can easily be shared and users can search their post boxes to quickly find any item. Misfiling, incorrect deliveries and lost documents can be illuminated as can the need for duplicate photocopying.

Creating images of documents enables automated distribution, rapid search and retrieval and simultaneous viewing by authorised users. The result of post room automation is fast and accurate mail storage and distribution whilst freeing up time of post room staff.

Process Workflow Routing

On scanning an item of post the recipient is either notified of its arrival or it is placed in their personal online postbox. It may be that some mail should be placed on wider distribution and this too can be automated by setting up a simple workflow. Recipients can also place individual items of mail in a workflow that may include specific action dependent criteria. Each step in a workflow process may be linked to an automated alarm if a deadline is associated. Any action undertaken in order to move a request through the process is captured by recording the person, date and time in a secure audit trail. A pre-determined check list can be referred to at every step in a process to ensure that progress can only continue if it is fully complied with.

Government’s target to reduce our carbon footprint is on the agenda of most organisations and reducing the amount of paper in circulation inevitably makes a significant contribution to it.