Automated Mailroom Processing can automatically identify incoming mail and route it to the appropriate department or individual. The solution allows the management of all types of documents (e.g., invoices, contracts, reports and general correspondence) in a variety of formats. Seamless integration with corporate email or other back-end systems allows the leveraging of existing investments.
Arcplace Automated Mailroom Processing solutions allow the streamlining of mail distribution processes all along the way:
- Prepare mail – The mail is sorted according to criteria such as size of letter, type of letter or address block. The sorting can be done manually or automatically using sorting systems that for example read address blocks automatically and sort the letters according to pre-defined criteria.
- Open the mail – Before scanning can start, the relevant letters need to be opened and the content separated (e.g. by using barcode stickers).
- Scanning and recognition – Paper documents are digitized using a professional document scanner. Capturing software is used to automatically improve the quality of scanned images so that even poor quality originals are transformed into legible images, optimized for data extraction. The documents can then be classified and analyzed using powerful character recognition technology (OCR/ICR) to extract the address block plus any additional critical information required.
- Validation and distribution – Document types and extracted data are checked by a skilled operator or through database lookups, or a combination of both. The images, with the associated extracted values, are transferred to a back-end system for distribution by email and storage into an electronic archive.
- Electronic archiving – Authorized personnel can perform search and retrieve operations on the archived documents. Furthermore a lifecycle can be associated with the various document types to define where and for how long the document needs to be stored.
Arcplace Automated Mailroom Processing solutions:
- Are an end-to-end solution based on leading hardware and software components
- Increase efficiency by capturing critical information immediately upon entry into the organization
- Increase staff productivity and reduce labor costs - staff can focus on more valuable tasks
- Improve customer service through accelerated processing and response times
- Archive documents in secure and instantly retrievable electronic format
- Can be integrated with existing back-end applications
- Are easily customizable to fulfill unique requirements
