Effectively digitize and distribute the physical documentation that reaches the offices, the current challenge

Facility Management Magazine

June 2020

Letters, internal mail, envelopes with documentation, etc. They continue to arrive daily at the offices, but… how can we get them to the recipients who telework quickly and efficiently? The health crisis caused by COVID-19 has accelerated the implementation of telework in many organizations, but part of them do not have solutions that allow them to manage these physical documentation flows, which may affect the pace of their activity.

In this telework scenario, organizations have solved the situation through transitory strategies implemented with more or less success: assigning personnel to digitize the most urgent documentation with their own means and send it by email, physical shipments through messaging services, establishing schedules so that employees go to collect documentation from offices, etc. In all cases, these are inefficient measures and, therefore, unsustainable in the medium and long term, taking into account that future expectations depend largely on implementing telework in a general way (estimated at 20% -30%).

DMR Flash, the virtual solution implemented in just one week

For years there have been electronic reception and distribution systems for the documentation that organizations receive, which are called Digital Mailroom or DMR. And now, The Mail Company, an expert company in this service – we were pioneers in the introduction of DMR in Spain in 2015-, has developed DMR Flash: the lite version of its Digital Mailroom designed to be implemented in record time.

DMR Flash combines technology and processes to digitize all the physical documentation received and distribute it electronically through a system of digital trays that authorized users can access remotely 24 hours a day. To meet the current needs of organizations, The Mail Company has managed to reduce its implementation time to one week, providing the client with up to 5 digital trays, for up to 50 users and with the ability to manage up to 2,000 items per month.

Thanks to its rapid implementation, DMR Flash is a very suitable solution in the current context and can function as a transitional phase until the activation of a complete DMR service with all its functionalities. It is a very suitable option for companies that are telecommuting without having resolved the management of documentation flows, which continue to reach the offices.

The documentary operation of DMR Flash includes the opening, classification, digitization, indexing, distribution, filing and temporary custody of all the documents received, activities that take place in the Documentary Processing Centers that The Mail Company has in Barcelona and Madrid. Likewise, DMR Flash also manages and orders all the digital information that the company receives.

In addition, this service provides full traceability of the documentation, from its reception at the Document Processing Centers to the accesses and actions carried out by users on each digitized document. A virtual, fast, easy, secure and economical solution to manage all the documentation that reaches an office.

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