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Digitizing Content Management vs. Document Workflow Is In The Mail

28 May, 2014

There are many facets to "digitizing content management." And mailroom management besides document management is a segment of the technology sector that needs to be addressed. A key area to consider in this type content is compliance and security. Let's begin with compliance. There are specific rules that companies have to follow in a regulatory climate which many struggle with, including how to comply with complex government regulations. And of course you need to consider what to do with important documents/mail once they are scanned by a device/copier. Importantly, how do you dispose of personal/confidential/legal information such as government info, Social Security numbers, legal documents with personal information, or most importantly, medical information?

It’s in the Mail

Interestingly, when it comes to mail and packages, consider all the GPS-tracked couriers and business centers around the world where these centers provide scanning services, process inbound hard mail and digitally track and monitor every document that comes their way. The people that handle this type mail are subject to a high level of security, background and credit checks, in depth screening, etc. With regard to government/Federal mail in the USA, these type personnel require training, including many executives which train in Executive Mail Center Management (EMCM) if postal-related.

There are good outsourcing resources/companies to assist most companies with capturing and digitizing their mail. They understand compliance regulations and security including the "art of secure disposal."  By using this type company to assist you, they allow you to focus more readily on your core business strategies while the outsourced company handles the tasks of processing incoming mail; capturing and converting data to electronic documents, archiving, etc.  This can include invoices, remittance processing, medical and legal documents, and HR records, besides confidential client information. This process is also one aspect of "BPO" i.e., business process optimization, which is growing by billions of dollars.

We know that after mail pick-up and capturing and digitizing information, businesses need a way to store, share and manage the information in order to speed up their internal processes. Naturally, many companies are combining a content management platform to their digital mail. By combining digitized mail with a document management application, this not only automates the mailroom but drives company efficiency, and securely. Consider this as an excellent document workflow solution!

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