For businesses with 15–150 employees with small or no IT staff.
For businesses with 150–5,000 employees who need to fill gaps or are looking for help.
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Working from home is not going anywhere. In fact, research shows that post-pandemic 42% of employees who worked strictly from a company-based location will not return to the office. Do you know how this will impact your business? Learn more about the tools needed to protect your client data and improve employee productivity.
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From the first hello, the Locknet® team is dedicated to serving you and your needs.
For businesses with 15–150 employees with small or no IT staff.
For businesses with 150–5,000 employees who need to fill gaps or are looking for help.
FEATURED RESOURCE
Check out the latest happenings in the world of IT from our Locknet® experts. In this issue, we highlight some topics your organization should be aware of to minimize risks. Specifically, mitigating insider threats to your security and the risks of hanging on to legacy data.
Real People. Right Now.
From the first hello, the Locknet® team is dedicated to serving you and your needs.
With many companies pivoting to work from home for the foreseeable future, the time is right to explore the benefits of a digital mailroom. What is a digital mailroom? Digital mailroom services allow your employees to receive inbound mail electronically when they would otherwise receive it in a hard copy format. With a remote workforce, getting paper mail to employees can be complex, necessitating opening, scanning and electronically sending the mail, heaping a huge task on to employees whose skills might be better used elsewhere. Think of how many hundreds of pieces of mail your organization receives every day—and the resources required to process that mail can become massive.
Companies are also finding that critical mail is taking longer to get to employees, because of the need to scan it in-house and ensure it is distributed to the right person. That can create issues when payment processing is delayed or other essential processes are held back. More, a digital mailroom further reduces risk by eliminating the need for your staff to handle physical mail. Here at EO Johnson Business Technologies, we are proud to now offer digital mailroom services to our customers.
Jerry Rozek is Operations Manager for EO Johnson Document Scanning, he says for one client in particular, a digital mailroom has been a game changer. "They simply did not have the internal resources to keep up with the volume of inbound mail now needing a complex level of digitization."
The process of enacting a digital mailroom is fascinating. Here's how the magic happens.
The first steps include understanding and mapping the workflow of the current, hardcopy mail process, then developing a workflow for how mail would be sorted, scanned, and delivered for your company.
Once the workflow is developed, the client tackles the logistics of rerouting the mail from your business to EO Johnson's Digital Scanning Department—often by hiring a courier service.
Once the mail has arrived at EO Johnson, the sorting can begin. First, the mail is sorted into two primary categories:
Every business receives mail that is of a sensitive nature from time to time. From mail meant for the eyes of Human Resources only, or the Legal Department, you may not want a third party opening and scanning certain mail. We call this mail the "Not Scan" mail. This category may also include mail that is returned or addressed to a specific individual. The process of determining which mail should not be scanned can be customized to your organization's unique needs.
Mail that is to be scanned, or as we call it, "Scan Mail" is opened and further sorted, as needed based on the envelope contents. The mail is also prepped for scanning: pages are unfolded, staples are removed, etc. Then, the scanning process can begin.
"Barcode sheets are inserted as the first page of each mail piece. The barcodes are uniquely named to include the processing date, the type of mail it is, as well as a sequential number. This barcode number will become the name of the PDF file that is produced from scanning," Rozek explains.
Even the envelope is scanned for the recipient. A little quality control ensures blank pages are eliminated and pages are rotated. Then the data is exported and immediately uploaded via Secure FTP, directly into the customer's server. Then, the customer's in-house staff opens the PDF and route it to the proper recipient.
After scanning is complete, all of the customer's mail is bundled by type, counted, and tagged, and the courier service the company has contracted picks up the mail that same business day and returns it to the company.
There are benefits to having a digital mailroom that may last long past the pandemic, and we anticipate many companies will find digital mailroom services to be convenient and even necessary in the future. These benefits include:
Is it time to explore digital mailroom services for your organization? EO Johnson Business Technologies is here to help. "We work hand in hand with our customers—to identify goals and objectives, and to develop strategies to achieve them in a cost-efficient way," Rozek says. Contact us to learn more about the digital mailroom options available for your business.
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