Efficiently coordinating the sending of documentation between central and branch offices or delegations is not always as simple as it seems. The use of internal mailbag services is usually the most advisable option for this type of procedure, as it allows you to send sensitive and valuable documentation securely.
However, coordinating the sending and receipt of internal mailbag may be a challenge, especially if it involves large quantities of documentation and various collection/delivery points. The aim of this article is to offer some tips for companies to optimise the internal documentation delivery process, ensuring that it is speedy and secure.
What is a pouch?
A pouch is a secure delivery service that allows sensitive and valuable documentation to be transported between the different branches of a company. Deliveries are made through a kind of suitcase/bag with handles specially designed to protect the documentation, which are sent through a secure transportation network.
Delivery by pouch allows companies to create an effective communication flow, be it between the head office and its branches or even between departments. The pouches are sealed with a simple purpose: to ensure that they have not been opened by anyone outside the company during transportation, something that is really important when we are talking about confidential information and documentation.
The use of pouches makes it possible to expedite the sending and receiving of documentation, avoiding using other means of transport such as postal mail or express shipments, which can be more expensive and less secure. In addition, some pouches services include real-time GPS information, allowing you to track the delivery at all times.
How does a pouch service work?
Pouch services work in a similar way to other transportation services, such as sending packages via courier service. However, there are some important differences that should be taken into account, since it is a service designed especially for the collection and delivery of documentation.
Once the mailbag is collected, it is stored in a closed and armoured vehicle during the journey. To increase security, bags with opaque handles for modular use made of flexible plastic or PVC are used. In addition, they usually include a space with a transparent window with the shipping information or the company logo, although this can also be printed on the bag itself. They include a zip fastener, which can be sealed.
Seals ensure that the pouch has not been opened during the journey, and can be of different colours to easily differentiate the destination and the origin.
It should also be noted that this is an urgent type of delivery. In fact, one of the main benefits of using internal mailbags is the speed of the service. In general, this is a delivery that can be carried out within a maximum period of 24 hours. This allows the company to increase its productivity, as it efficiently coordinates documentation between the different offices.
Which companies use a pouch service?
Pouch delivery services are used by all types of businesses, usually medium and large in size. From private companies that send contracts, reports and other types of documents between offices, to public institutions or financial entities that have different branches throughout the country.
Pouch service is used by many companies, and more companies are incorporating it as part of their document management system. This is an efficient, safe and fast service that allows the documentation to be efficiently coordinated between the different offices of a company.
How to coordinate the sending of documentation between central and branch offices?
On paper, everything seems simple. The carrier arrives, leaves the bags at the headquarters or head office and picks up those that are already prepared. However, in practice, not everything works so efficiently. Below are some tips that can help you to improve document management by sending mailbags.
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- Assign a supervisor. As with any other process in the company, one person or department should ideally be responsible for supervising the sending of pouches. This will avoid coordination issues and solve any problems that may arise more effectively.
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- Define schedules and respect them. The collection and delivery of pouch must be carried out at set times. These must be adapted to the needs of the company concerned, and not the other way around. But the most important thing is for these times always to be respected. Otherwise, it will be impossible to coordinate the different parties involved.
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- Traceability. The service chosen must incorporate complete traceability of the items sent, so that both the company offering the service and the customer can find out where their documents are at all times. If it is possible to add GPS devices to determine their exact location in real time, even better.
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- Make the entire company a participant. All offices must know exactly when documents are collected and, above all, respect these times. This is a joint undertaking, in which all those involved must respect the rules established; otherwise, delays can easily build up.
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- Delivery notes. Each mailbag collected must be accompanied by a delivery note, with copies for the carrier and the company. Ideally, the delivery note will be digital.
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- Enough supplies. The company responsible must ensure that all branches have enough materials, especially bags, security seals and shipping labels, with sufficient stocks for 6 months.
As you have seen, the use of pouches is an efficient way of coordinating documentation between offices. To achieve this, you just need to follow the established guidelines and purchase a quality service adapted to the needs of each customer.
Are you looking for a pouch service? At The Mail Company we are specialists in sending documentation for large corporations, which work with a high flow of documents and packages, offering a personalized, fast and efficient service.
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