Digital Mailroom Solution: Eliminate Paper Before It Ever Reaches Your Desk!
With our digital mailroom solution, your incoming mail, such as invoices, sweepstakes, rebates, AMOE processing, claims, or any corporate mail, is brought to our secure document scanning facility, where we then open and sort your mail. The documents of value are scanned with our high-speed scanners, and then the data you require is extracted, making your documents completely searchable by text. The data and images are quality reviewed for accuracy and then are delivered either directly into your current software, or via Recordsforce Cloud, which can route your documents to the right person in your organization automatically for zero-touch processing.
Manage Your Mail Securely
Our SSAE-18 compliant production process, combined with our PACE system, means your incoming mail is processed through our digital mailroom services safely, securely, quickly and accurately. Work instructions are established for your various document types and once scanned we automatically route the documents where you want them delivered. We will extract and validate the information from your incoming mail and convert it quickly into the data your people rely on to operate.
More than just software, Recordsforce offers an end-to-end outsourced mailroom solution that includes collecting the mail, extracting the data quickly, and delivering directly into your systems and workflows.
Your Outsourced Digital Mailroom Process
Frequently Asked Questions
How do we acquire the original documents in which physical copies are required for us to keep?
We collect the items you require, digitize them and then mail the original document(s) back to you. Our document management system has a built-in button where your employees can request any original document they require as needed. It is standard to send back documents such as checks, contracts, or other typical forms that are needed in a physical format.
How long does it take to be implemented?
We work with your team as long as needed to get the system up and running and working for your team. Typical turnaround time from signup to getting mail processed is about 2 weeks.
Will this slow down the rate at which we get our mail?
Quite the contrary, it speeds it up! We collect mail daily and then scan and deliver the digitized documents within 48 hours.
How is a digital mailroom implemented?
First we meet with your team on a weekly basis to identify your different document types. From there we design business process rules and routing rules for each document type. We then build out your delivery workflow. As mail starts to come in, we perform testing and make alterations to the workflow to make it best suits your needs.
How do you handle junk mail?
Consider us your spam folder! Mail such as publications, magazines, and non-business related mail is scanned and routed to the right person in your organization to make a decision on whether it should be kept or not. Other mail will go to a general inbox monitored by a stakeholder on your team and new business process rules are designed around that type of mail on an ongoing basis, such as if it should be processed and forwarded or not digitized and shredded.
Accelerate Your Business
Reduce Operating Costs
Free Up Space
Increase Data Visibility
Accelerate Data Delivery
Increase Data Security
Connect Your Enterprise
Why Choose Recordsforce?
Performance
State of the art scanning technology & highly trained and experienced staff.
Accuracy
Strict quality control process ensuring the highest of accuracy.
Commitment
We operate within a secure SSAE-18 SOC II Compliant facility.
Experience
20+ years of document scanning & document management experience.