When focusing on the future of your business, it’s important to consider decisions on investing money for additional resources. Have you ever thought of investing in digital mailroom outsourcing as a business resource? If your business has enormous amounts of incoming mail, documents, or faxes then you should consider mailroom outsourcing. Overtime, a growing business may find it difficult to manage mailing operations. Businesses that receive huge data volumes of highly secure documents most often opt for a digital mailroom.
Let’s us consider some factors to figure out whether mailroom outsourcing fits for your business or not:
- Consider evaluating the manual processing of mail sorting and distribution done by your employees.
Analyze the volume of mail processed by staff to identify trends/seasonality. Reviewing your manual process will also allow for the identification of potential postage discounts that you may qualify for based on volume of mailings handled. Furthermore, manual process reviews let you identify opportunities to reallocate staff utilization for other crucial business operations.
- Find the end user needs, specifically the formats that they need and how the data should be converted.
For simple mailing surveys you may only need excel data formats. Something more complex with many parameters records may require a more comprehensive content management system. Also, text file documents for printing and custom design documents are available to satisfy user needs. End users may also need scanned documents in their format requirements. Digital mailrooms can accommodate many types of user needs.
- Consider the types of mails your recipients currently handle.
Incoming paper mail combined with electronic mails, can be overwhelming. Digital mailrooms help organize this data as well as convert fax copies to media type mail like flash drives. It is important to review what types of mail are feasible and cost-effective for outsourcing.
4. Inquire on whether any of your service providers need security certifications.
Security measures are strictly followed while transferring confidential data. It’s important to be aware of your security providers requirement on security measures and certifications for data transfer. Handling mails with sensitive information needs a secure source.
5. Ask for quality assurance provided by the vendor.
Almost all documents have a backup of some method, even in the case of paper mails. It’s is necessary to verify if the mailroom outsourcing vendor carries certified quality assurance. Many mailrooms must have a certified quality management vendor. Research the methods of quality assurance provided by your vendor.
Be ahead of the business process with digital mailroom outsourcing.
By understanding these tips, a business may recognize their need for digital mailroom outsourcing. Depending on the internal and external business procedures, the requirement for outsourcing may differ fully or partially. We encourage you to contact AutoMail for further tips on mailroom outsourcing.
AutoMail, LLC is armed and ready to manage your incoming mails.
