Until a few years ago, the mailroom or post office at corporate headquarters, large office buildings or business parks received a huge amount of mail and physical documentation on a daily basis.
Although the volumes of documentation have been decreasing as a result of digitization, it is still essential to manage these flows in the most efficient way: by optimizing costs and adding value
Organizations and physical documentation
The Mailroom is the link (not only for documentation, but also for small parcels and increasingly for personal parcels) between the internal and external environment of any organization, and therefore this internal logistics must be fast and secure so that the business dynamics are adequate and the productivity of organizations is not affected.
Therefore, specialization, methodology and the development of specific tools will allow an organization to have the optimal service, which must undoubtedly incorporate the latest technological innovations: comprehensive traceability, arrival notification systems, deliveries in “paperless” format with digital biometric signature, web access to information, management information, etc.
What about personal packages?
Although the Mailroom has been losing some prominence as we move towards a more digital society, e-commerce (personal packages in offices) has given it new impetus, and now we find ourselves in a special dynamic in which organizations must assume the impact of an increase in activity that does not correspond to their business.
Managing and reconciling personal and professional matters without generating additional costs for companies is a challenge that the experts in management of Mailroom Solutions are already facing successfully through the consensus of business rules with the customer and online management.
Correct process design (which can be complemented by Lockers) and effective management allow for an increase in incoming parcel flow to be assumed without escalating costs while keeping employees satisfied, by preserving the newly acquired “privilege” of receiving personal packages at work.
The Digital Mailroom: Physical Environment – Digital Distribution
Can the Mailroom area contribute to the digital transformation processes that are being undertaken by all organizations? What is a Digital Mailroom?
Although a Mailroom until now carried out an exclusively physical distribution, a Digital Mailroom transforms the documents received using scanning and data capture tools for their subsequent distribution in electronic format. Taking into account that more than 80% of the documents currently received by any non-industrial structure are likely to be digitized, the speed with which information flows within the organization increases radically, as do security and accessibility.
The Digital Mailroom is aligned with the new trends in work environments and spaces, such as the “flexible office” or “relocated workers”, since electronic distribution allows recipients to receive information quickly and securely, regardless of their location, without incurring extra costs (pouches, couriers, etc.)
The Digital Mailroom is dual and multichannel
In addition to the traditional paper flows, organizations receive information through other channels and in electronic formats on a daily basis, so the duality and multichannel nature of a solution of these characteristics is essential to be able to integrate and order all this information and harmonize the physical and digital worlds of organizations.
Mandatory Electronic Notifications from Public Administrations: Digital Environment – Digital Distribution
If, to the difficulty of managing a dual environment (physical and digital), we add that organizations must comply with Laws 39/2015 and 40/2015, of the Common Administrative Procedure of Public Administrations, which obliges all companies and the self-employed workers to interact with the Administration through electronic means, we are faced with a real organizational challenge that (now) affects all areas of companies across the board: legal, operational, financial, human resources, etc.
The inefficient management of Mandatory Electronic Notifications could lead to significant economic and administrative penalties. Consider this: 8,000 town halls, 41 councils, 17 autonomous communities, ministries and various public bodies — Directorate-General for Traffic, Tax Agency, Social Security, Town halls, etc. — use various technological platforms with different levels of compliance, causing the time spent and the potential risks of sanctions to multiply.
GIO-NEOS, developed by THE MAIL COMPANY, integrates the three main processes and offers organizations a platform that unifies these processes, synchronizing mailboxes from different platforms with a single click, with technical security and direct access to the mailbox with the company’s digital certificate hosted in the cloud, without relying on email notifications and avoiding problems such as Spam.
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