Electronic Post Room
Large Organisations that have adopted Electronic Document Management and/or workflow-driven systems lose much of the advantage they have gained by becoming dependent on a prompt and efficient post opening, document classification and input scanning procedure; Not only that, but the costs of buying, maintaining and operating an in-house scanning bureau can easily become a drain on the Operations Budget.
With a single-shift capacity of well over 2 Million scans per month, a highly experienced and creative IT Department and over 80 years Records Management experience, the Cave Tab scanning bureau will surpass any in-house operation both in throughput and indexing accuracy. Work is done to a stringent Service Level at the core of which, is an undertaking to complete a day’s post within the day of its receipt. This includes post opening (where required), document scanning, indexing and upload to the Customers’ appropriate workflow trays, any ancillary fulfillment work such as verifying proofs of identity, return of documents via registered mail, sending out acknowledgements etcetera. Work is carried out in a Customer-specific security-controlled area, with a regular team specifically trained in that Customer’s requirements. Back-up staff are also trained and drawn from the Bureau at a moment’s notice to cover any peak loads.
Click here for the Electronic Post Room Process.
Work is done to a 3-year contract, renewable annually. This can be charged on a fixed price basis if needed. A ‘Process Improvement Team’ is set up with representatives from the Customers’ user and/or IT department and Cave Tab. This team meets quarterly to review the Service Level achievement of the previous quarter, look for ways in which the processes can be streamlined and ‘raise the bar’ on service level metrics if possible. An example of the usefulness of this process is that a major customer was able to reduce their processing costs by 10% in their second year of operation of the service, due to efficiency gains that could be passed on.
Post can be received either through a ‘daily bag’, sent via courier or overnight parcels service, directly through the use of pre-paid and pre-addressed envelopes using the RM ‘Admail’ service, or a combination of all three. Post can be opened at the customer's end and sent on, or everything directed to the Bureau for opening, routing to the scanning service or return to the Customer if general mail.
Software controls ensure that every item received is correctly processed. The service also maintains a real-time correspondence log which shows dates and times when a mail item was processed. An enquiry facility can be provided as a link from your in-house Customer Help Desk or CRM system, thus enabling a properly informed response to ‘where is my letter’ queries. A more detailed description of the service and some sample costings are given in our white paper. E-mail info@cavetab.co.uk to receive a copy.
Contact us for further details.
