Case Study
Digital Mailroom:
Real Estate
Details
Industry: Real Estate
A real estate company was working completely remote and needed a way to get their physically mailed documents to a specific location and employee. They had over 1500 pieces of mail being received each month to over 100 of their communities across the country and to over 100+ employees. Recordsforce created a multi-level determination digital mailroom solution by digitizing their mail and delivering it via specific credentials. The real estate company no longer has to manage the collection and distribution of their physical mail and receive their documents and data much faster.
Analyzing The Problem
A west coast real estate company, who owns around 100 communities across the country, was struggling to manage their physical mail. The company works fully remotely and has no physical offices with over 100 employees. They needed a way to get their physically mailed documents, which was about 1500 pieces of mail per month, to the right location of theirs, as well as to the correct employee.
Creating A Customized Solution
The real estate company needed an outsourced digital mailroom solution that would allow their mail to be collected for them, digitized, and then delivered directly to the right location and right person in their organization. They chose Recordsforce’s SSAE-18 compliant scanning and automation facility to help them achieve their goals.
The process was as follows:
- Recordsforce opened a PO box on their behalf
- Monitored the inbox daily and collected all incoming mail
- Scanned the contents of each envelope
- Delivered the images digitally within one business day via our document management system, Recordsforce Cloud
- Physical mail was then stored securely in our warehouse for 90 days, followed by shredding
Due to the complexity of the situation, a multi-level determination was required for the automated workflow that routes and delivers the images. First, we determine who the mail is addressed to, then what community it is addressed to and finally, what type of document it is.
These are more complex requirements for routing, but Recordsforce worked with the real estate company’s team to determine the correct routing for each document and did so successfully.
Additionally, any checks that were sent via mail were collected, scanned, and shipped securely back to the customer. Recordsforce was also able to perform front-end AP services for the real estate company when we received invoices via mail. This meant, as an add-on service, we extracted the header data off any invoices we received and then was integrated automatically into their accounting system.
Instant Results
As a result, the real estate company no longer has to worry about finding a way to collect and distribute their mailed documents as a remote workforce. Their documents are now collected for them, digitized and routed to the correct person and community, quickly and securely. They now have increased data security, increased visibility into their documents and a more connected organization.
