The commitment to innovation and new trends in work spaces drive a growing demand for Digital Mailroom

The Mail Company is focused on the implementation of several Digital Mailroom projects in different corporations, mainly in Madrid and Barcelona. Digital Mailroom has become in recent months one of the most demanded solutions in its portfolio.

The Mail Company first introduced the Digital Mailroom in Spain in 2015, but it was this year when “we have begun to notice a significant increase in interest in this solution,” says Luis del Barrio, Director of External Relations at The Mail Company, that associates this interest with “the need that organizations have to carry out digital transformation projects, as well as the influence that the application of Law 39/2015 has had that obliges companies and the Administration to communicate exclusively through of electronic media”.

Digital Mailroom is a solution for receiving and distributing electronic documents received by an organization that provides advantages such as speed, accessibility and security, increasing productivity and speeding up decision making. As José Manuel Castellví, CEO of The Mail Company explains, “taking into account that more than 80% of the documents currently received by any non-industrial structure are likely to be digitized, it increases exponentially not only the speed with which it flows information within the organization, also security and accessibility”,

This solution is dual, being able to simultaneously manage physical and digital flows, which is why it is constituted as the lever to undertake Digital Transformation projects, as large clients of The Mail Company have already undertaken.

In this regard, Luis del Barrio points out that “these companies were early adopters of our Digital Mail Service. This experience has helped us to improve the solution and offer a 100% adapted service to all our customers”.

Solution aligned with new trends in environments and workspaces
The Digital Mailroom projects are dual and integrate the physical distribution of documentation and parcels received by an organization with a digital distribution and administration system.
In the digital field, the documents are scanned, classified and sent electronically to their recipients (ecosystem of digital mailboxes both departmental and nominal “secured”), which speeds up deliveries and facilitates the immediate access of all members of the organization to the information, regardless of location.

In this sense, José Manuel Castellví points out that Digital Mailroom is perfectly aligned with the new trends in work environments and spaces, since “it allows freeing spaces for reuse in a more productive way; provides permanent and remote access to information, promoting collaborative work, disconnecting productivity from the job / physical location and facilitating work reconciliation; facilitates the dynamics of work and interaction of the new generations (Millennials); and improves security since it provides full traceability in terms of access to information”.

José Manuel Castellví, CEO of The Mail Company, also notes that “all of the above, without forgetting that Digital Mail optimizes the costs of managing documents in physical format, freeing up space in the plants dedicated to archiving, the use of bags and / or internal mail for its movement within the organization, as well as foreign forwarding, copies and reprints. What also contributes to sustainability and to be environmentally friendly”.

The Mail Company Digital Mailroom obtained in 2018 the ISO 27001: 2013 certification, which guarantees the security of the information by protecting its users, their information and their data.

Solutions for digital transformation
Digital Mailroom is part of the package of Solutions of The Mail Company for the Digital Transformation of organizations, which also includes GIO-DEX, a solution that integrates physical and electronic format shipments, and GIO-NEOS, centralized management of Mandatory Electronic Notifications of Public Administrations, which currently makes more than 75,000 monthly accesses (only for one client) to the Electronic Headquarters. All these solutions are integrated into the GIO Management Platform, created internally by the company and in whose development it has invested about one million euros.