Digital Post room or Mailroom

The Digital Mailroom uses high-speed, high-quality scanners to produce document images which are then instantly delivered to the intended recipient anywhere within your organisation. Scanned mail is delivered through email or via your Content or Document Management systems, and the hardcopy is archived or destroyed in accordance with company, system and regulatory protocol. Ether Solutions’ experience and approach make the implementation of the Digital Mailroom a simple and risk-free process. Using a phased approach, each phase adding to the benefits of the last, ensures a controlled implementation and uninterrupted mailroom services. Right from the outset the numerous long-term benefits begin to be realised. These include:

• Faster Mail Delivery across your organisation
• Many of your currently manual processes automated
• Superior Audit ability and Accountability for mail and process tracking
• Automated document processing for specific document types
• Reduction of corporate Carbon Footprint
• Disaster Recovery increased by electronic backups
• Eliminate the loss of mail and important documents

The diversity of document types passing through your organisation is the main risk factor when establishing a Digital Mailroom. Junk Mail, Invoices, Routine Correspondence, Legal Documents and Application forms are just a small sample of the documents that pass through your mailroom. Attempting to facilitate such different requirements in a single step increases risk and reduces the speed in which benefits are realised. Starting with a simple delivery method and focusing on single groups, or even single document types ensures a smooth transition in terms of user acceptance and technology. Following the initial introduction further system features can be utilised to automate many manual and time consuming tasks, such as Invoice and Forms Processing and Data Capture and Automated Workflows etc; each function adding to the benefits of digitalising your mailroom.

Ether Solutions are dedicated to the global leader in capture technology, Kofax Ascent Capture. Ascent Capture, VRS, INDICIUS, Ascent Xtrata Pro and the TopCall products provide the ultimate package for providing Digital Mailroom functions. These include:

• Distributed Scanning
• Multi-source import for email, faxes, electronic documents, PDF etc
• Unstructured Document Categorisation
• Automated Invoice Processing
• Document Routing and Index Capture
• Integrated with many line-of-business applications
• Highly sophisticated automated index and metadata capture options
• A range of user-friendly interfaces for Scanning and Index verification
• Forms Processing and Data Capture automation

Documents scanned in the Digital mail room can be delivered to the recipients email client or to your existing Document or Content Management system. Alternatively, Ether Solutions can supply Oracle UCM to provide the document storage and retrieval functionality required to process and manage your incoming post.