Digitize, Automate & Transform Your Mailroom
MetaSource’s mailroom outsourcing solution was built to provide a new, modern way of handling incoming documents. Powered by intelligent document processing (IDP) technology, it can help you not only digitize your mail and automate document delivery but completely transform the way mail is handled throughout your organization.
How Mailroom Outsourcing Works
When you outsource your mailroom to MetaSource, we receive all your incoming files at one of our secure document scanning facilities or pick them up at your location. We then handle everything from opening and sorting your mail to digitizing and indexing it using document scanning and capture technology to electronically distributing it to your employees.
2 Mail opened, prepped, & digitized
3 Data capture & quality control
4 Automated workflow for review & approval
5 Zero-touch processing
We can even monitor your incoming emails, extract any attachments and embedded files, and format them for automated document processing.
Benefits that Span Your Entire Organization
MetaSource’s mailroom automation solution delivers organization-wide benefits, such as:
- Eliminate manual tasks
- Enable remote work
- Save time
- Reduce costs
- Ensure business continuity
- Strengthen document security
- Save storage space
- Improve customer service
- Boost productivity
- Ensure compliance
How You Can Use a Digital Mailroom
When it comes to mailroom automation use cases, the possibilities are endless. The right digital transformation solution makes it easy to manage all kinds of incoming documents, such as:
- Correspondence or white mail
- Invoices
- Purchase orders
- Claims
- Customer intake forms
- Credit card payments
- Membership, credit, and loyalty program applications
- Employment applications
- Grievance and appeals communications
- Legal documents
- Mortgage trailing documents
- Surveys
Digital Mailrooms for Correspondence Handling
Consider all the correspondence your organization receives and all the time and resources you dedicate to managing it. With mailroom automation, you can not only eliminate manual mailroom tasks and reallocate those resources but reduce office space and expedite operations too.
Digital Mailrooms for Claims Processing
Another popular application is claims processing. Insurance companies outsource their mailrooms to expedite this time-sensitive task and, in turn, increase productivity, enable remote work, and improve customer service.
Digital Mailrooms for Customer Onboarding
Digital mail management is a critical component of our customer onboarding solution. Customer intake forms, payment information, and other important physical and electronic documents are digitally stored in a central location that can be accessed anywhere.
Real Businesses, Real Results with MetaSource
The top intelligent document processing companies don’t just offer best-in-class digital mailroom solutions. They also have a track record of success. Here’s a sneak peek into the success MetaSource’s mail processing solutions drive:
25%
more productive departments
99%
data accuracy
40%
lower error rates
60%
faster processes
Frequently Asked Questions
How does a digital mailroom work?
Your paper mail is sent directly to a unique post office box and picked up daily by us. Your documents are immediately opened, scanned, and indexed and either delivered to you for further processing or placed into an automated workflow for review and actions to be taken by your staff. With a digital mailroom, you never have to worry about electronic or physical mail management.
Can you receive and process my email as part of your digital mailroom service?
Yes! Your email is sent to a dedicated email box monitored by MetaSource. Utilizing advanced technology, we open the mail and prepare the attachments, or embedded documents, for processing. Your digitally optimized and indexed email is either delivered to you for further processing or placed into an automated workflow for review and actions to be taken by your staff. With a digital mailroom, your inbox will never be overflowing again.
How is digital mail delivered to our many departments and people?
MetaSource provides a cloud-based platform where the mail is automatically routed to the appropriate recipient(s) based upon your business rules. If needed, specific tasks can be assigned to users to ensure proper processing. Alternatively, MetaSource can upload the digitized mail to your existing platform.
Can you receive and process checks?
Checks can be processed and deposited into your bank account(s), returned to you, or forwarded to your current lockbox provider.
What factors influence the cost of a digital mailroom solution?
When searching for the right digital mailroom solution for your business, cost is likely top of mind. But much like mailroom automation solutions themselves, the answer to the ultimate question, “how much does a digital mailroom cost?”, isn’t one size fits all.
Here are some key factors that influence the price:
- Incoming mail volume
- Document types
- Document management software needs
- Workflow requirements
- Software integration needs
- Turn time requirements
- Level of customization
