Case Study
Digital Mailroom
Details
Industry: Property Management
PPM, a family-operated property management company, was managing a growing volume of incoming mail but did not want to increase headcount solely to handle document processing. With more than 2,500 pieces of mail arriving each month, including a large number of real estate closing checks and invoices, they needed a scalable solution that would improve efficiency while maintaining accuracy and control.
Analyzing The Problem
PPM faced several operational challenges:
- Processing over 2,500 mail pieces monthly.
- Managing large volumes of closing checks and invoices.
- Extracting critical data from documents for downstream business processes.
- Ensuring timely delivery of documents into their CINC system.
- Avoiding the cost and complexity of hiring additional administrative staff.
- Maintaining secure handling of sensitive financial and property-related documents.
The manual effort required to sort, prepare, scan, index, and distribute documents was becoming increasingly burdensome and threatened to divert valuable resources from higher-priority business activities.
Creating A Customized Solution
Recordsforce implemented its digital mailroom solution to fully manage PPM’s incoming mail workflow.
The solution included:
- Collection and receipt of all incoming mail.
- Mail preparation and document processing.
- High-quality document scanning and image capture.
- Secure delivery of documents via SFTP.
- Direct delivery of closing checks and invoice documents into the client’s CINC system.
- Weekly return shipment of non-closing checks.
Additionally, Recordsforce captured and indexed key data fields from each document, including:
- Document Type
- Client Name
- Sender Name
- Invoice Number
- Property Address
- Pay-To Name
- State Address Information
For closing checks, Recordsforce prepared, scanned, and processed the documents before securely delivering the files for integration into the client’s workflows.
Instant Results
PPM immediately realized significant operational benefits:
- Eliminated the need to hire additional staff to manage mail processing.
- Streamlined handling of more than 2,500 monthly mail pieces.
- Accelerated access to critical documents through digital delivery.
- Improved accuracy with structured data capture and indexing.
- Enhanced security through controlled document handling and secure SFTP transmission.
- Reduced administrative workload, allowing the staff to focus on higher-value business activities.
- Achieved a scalable process capable of supporting future growth without increasing internal resources.
By outsourcing mail processing to Recordsforce, PPM transformed a labor-intensive operation into an efficient digital workflow while maintaining the flexibility and lean staffing model they preferred.