As a result of the Covid-19 pandemic, more companies than ever before are working remotely and downsizing their premises. Not only does this reduce overheads such as rent and energy bills, it also saves time and physical space in the office. However, smaller premises means less storage, so where can you securely house all your important documentation and paperwork?
The answer is to transition to what is known as a ‘paperless office’. Your physical paperwork is transferred to a database that can be accessed from anywhere at any time. Different levels of security can be applied depending on the nature of work or the necessary level of confidentiality. So only authorised members of staff will be able to access certain documents
A ‘paperless office’ comprises various elements, one of those is a digital mailroom. Specialist companies, such as Cleardata, have a wide range of paperless office services that’ll streamline the overall process and make that transition as smooth and as effortless as possible for you, the company owner, and your employees.
But what is a digital mailroom, exactly, and how can it help you transition to a paperless office in this new, modern age?
What is a digital mailroom?
A digital mailroom allows companies to let their staff work remotely whilst still receiving documentation, data, paperwork and emails electronically. Anything that would have come to them physically by post would instead be sent digitally.
It can be overwhelming and time-consuming to implement and manage, and so many businesses look to outsource digital mailroom services to expert companies such as Cleardata. Regardless of the industry you work in, the number of employees you have or the volume of documents you have to deal with, you’ll be able to find a company to help you with digital mailroom implementation.
Things you didn’t know about digital mailroom: the benefits
There are several benefits associated with digital mailroom services, some of which business owners might not have thought about when considering a transition to a paperless office. So how can you expect to benefit from digital mailroom services?
Digital mailroom reduces staff workload
When it comes to the workload of your employees, it can be easy to underestimate the amount of time it can take for them to complete tasks and activities. Often, this time is taken up by your staff physically opening, scanning and sending documentation. Depending on the industry you work in, your workers might be dealing with copious amounts of paperwork everyday, therefore, this would elongate the entire process.
A digital mailroom can be effortlessly paired with automation technology and intelligent data capture capabilities to save time for your employees, allowing them to focus more on their role rather than dealing with slow administrative processes. Essentially, by outsourcing your digital mailroom, you’ll be able to make the best use of your human resources.
Digital mailrooms ensure important documents are received as quickly as possible
Sending, rerouting, and receiving physical documents by post can slow your operations down. A digital mailroom will help mitigate this as you’ll no longer need to rely on postal services to send and receive paperwork.
The same thing can be done digitally, at any time, from anywhere, so you won’t have to worry about processes being slowed down. With a digital mailroom at the helm of your business, you can expect a quick documentation turnaround between your team, clients, customers or other third parties.
Digital mailrooms help to keep your data well-protected
Data protection has never been more important or prominent. Businesses must comply fully with the Data Protection Act 2018, and a digital mailroom can help you continue your compliance, almost without giving it a second thought.
By transitioning to a paperless office and implementing a digital mailroom, you’ll have absolute peace of mind that you’ll follow the rules and regulations outlined by the government in the Data Protection Act 2018.
You can rest assured that documentation won’t get into the wrong hands or become lost or damaged. This is the same regardless of the number of documents that pass through the digital mailroom system.
Digital mailrooms allows your workforce to deliver exceptional customer service
Cleardata endeavour to provide excellent customer service and this is something that your business can also continue to do also with a digital mailroom.
A digital mailroom allows your business to provide excellent customer service because documents will be processed quicker and more efficiently than ever before, thus improving employee morale and customer/business rapport. The happier your workforce is, the more this will reflect in customer service delivery.
Digital mailrooms mean you’ll have safe & secure access to data from anywhere in the world, at any time
Your employees will need to access paperwork, data and documentation as effortlessly as possible, especially if they work remotely. By implementing a digital mailroom, you’ll be able to ensure seamless access to information at any time, from anywhere, at the touch of a button.
It’s also important that everything is well-protected when working with confidential information and other sensitive documents. When things ‘go digital’, it often opens things up to hackers and allows people to see things they shouldn’t. However, ‘going digital’ comes with far more benefits than storing physical documents in an office. With paperwork that’s housed in files and folders, the risks are endless, including:
- People forget to lock paperwork away
- Members of the public wander in and remove documents from the premises or take pictures of them
- Documents being left on or by scanners or printers
- People leave confidential documents or files on public transport/in public places
- Documents could become stolen
- Paperwork could become misplaced
- Damage could be done to important documents or be lost in a fire
Digital mailrooms can mitigate all of the risks mentioned above, and measures can be implemented to prevent hackers from accessing your system. Passwords can be applied to certain gateways to ensure only the correct people view documents.
Malware software and anti-virus software can be downloaded to prevent your IT system from being intercepted by malicious means. You have everything to gain with a digital mailroom and, really, nothing to lose.
Cleardata is one of the leading document management companies in the UK. No matter how big or small the volume of documents is you work with, you’ll always be able to count on them to deliver exceptionally-professional services every single time. From document scanning and document storage to invoice scanning services and robotic process automation, Cleardata will be able to transition your company to a more efficient, paperless way of working. For more information about how their team can help you today, get in touch – they’re always happy to hear from you.
