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Managing a ceaseless flood of inbound data is an increasing challenge for businesses. Companies must seek to control the influx of both paper and digital documents. The incoming mailbox has to be designed in a way that it helps organise both digital and paper-based inputs and drive productivity. At the same time increasingly rigorous data protection regulations mean the used mail system needs to be compliant. Digital Mailroom solutions can offer significant advantages in both respects, while freeing employees from repetitive administrative tasks. Konica Minolta can help your company to embrace the opportunities presented by digital mailroom, which deals with your electronic and physical mail promptly, and boosts productivity by streamlining the way you respond.
Whether digital or paper-based, the organisation of inbound mail is becoming a major challenge for companies. The way of processing mail is often still manual and tends to be time consuming and open to human error.
Digital mailroom is a document management solution to all types of mail: both email and incoming post (physical letters). It allows companies to deal with the torrent of data arriving from deliveries and traffic in our inboxes. This could be anything from an invoice or supplier contract, to a customer order, complaint or query. By bringing all this information into the system quickly and accurately, a digital mailroom supports operations, saves time and avoids errors and losses.
When Konica Minolta works with you to implement this solution, a strong emphasis is placed on reducing costs and the time required for internal postal logistics, as both these factors can be cut massively.
Fortunately, many companies already have many of the required technologies in place for a Digital Mailroom solution. However, all too often organisations simply lack the appropriate software solution to fully leverage the full potential of technology. Konica Minolta's Digital Mailroom solutions help to bring together a range of often existing technologies to help organisations digitise mail efficiently. All incoming mail can be digitised on existing MFPs, with intelligent software reading out all relevant information and classifying the documents.
The solutions are capable of automated distribution: whether letter or fax, all documents are captured digitally, automatically classified and forwarded to the employee they are addressed to – reaching them reliably irrespective of whether they are in-house, in a regional office or travelling on business. This also raises the level of user friendliness, as employees are automatically provided with onscreen notifications when there is new mail in their personal digital post box. Documents can be forwarded conveniently or added to existing work processes. This automated mail delivery is executed within seconds and not tied to one fixed location or device so as to enable workplace flexibility.
Listen to our experts and get an idea how your business can benefit from a digital mailroom solution.
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When all types of mail are digitalised, it leads to more efficient ways of working. The Digital Mailroom speeds up turnaround and processing times significantly. In addition, it improves downstream processes across the company, as up-to-date information is readily available to all workers, including remote and mobile workers. This procedure increases responsiveness and helps free up considerable time that can be used for more valuable, mission-critical tasks. This speedy processing will also free up your colleagues from repetitive administrative tasks.
In addition, data protection legislation is increasingly rigorous. This means that the systems you use to deal with your paper mail and emails can be key to achieving compliance. A cutting-edge digital mailroom solution will bring you significant advantages in making sure your company stays within regulations.
“By using a Digital Mailroom solution you can be sure to eliminate paper processes as much as possible as you are tackling the issue at the point of entry.”
Audit-proof documentation of all processes as key to compliance with data protection regulations such as GDPR
Higher transparency through the centralised and digital capture of all incoming documents
Increased response times and improving customer satisfaction rates
Reduced costs and time for internal postal logistics
Up-to-date information readily available to all workers, including remote and mobile workers
The Stadtreinigung Leipzig (Leipzig City Council Cleansing Department) used to be completely awash with information and paperwork. But, thanks to Konica Minolta, it now uses a document management system (DMS) that administrates all location-specific letters, faxes and e-mails that come in and archives them digitally. This not only optimises workflows but also takes the strain off staff and improves customer service.
Stadtreinigung Leipzig is an independent municipal waste disposal company run by Leipzig City Council and certified by the TÜV (German Technical Inspection Association). It employs around 800 members of staff and its main duties are disposing of waste, cleaning the streets, clearing and gritting the roads in winter, rehabilitating former landfill sites and maintaining the city's green spaces. Managing all of these things requires highly efficient organisation, since the number of “customers” is considerable: Leipzig is home to over 530,000 people living in an area measuring approximately 300 square kilometres.
Carrying out the aforementioned tasks made it necessary to expand the existing archive. Currently, Stadtreinigung Leipzig is estimated to have around 70,000 files. The effort involved in updating the paper records and making them available quickly was increasing with the number of files, meaning that staff had to carry the documents they needed back and forth all the time. It began taking longer and longer to search through the increasing number of files too, which was making the process “customer-unfriendly” as records had to be requested before a customer's specific concern could be addressed.
To increase customer friendliness and improve working conditions, Stadtreinigung Leipzig worked together with Konica Minolta to compile a detailed list of requirements. It was important here to integrate the suggested software into MS Office programs as effectively as possible and to be able to replicate the existing records structure in digital form. Following a thorough test phase, Stadtreinigung Leipzig chose a Konica Minolta DMS that met all of its requirements with ease and was a hit with users.
Now the required files are scanned in and made available in digital format. New documents are also scanned in if there is no digital copy of them already. All records are then indexed. The interface to Microsoft Dynamics NAV makes it possible to enter large amounts of relevant data (such as the document number) as keywords upon storage, which provides clear organisation, facilitates searching for and finding information, and enables documents to be accessed extremely quickly.
The DMS solution from Konica Minolta even uses a workflow to organise how mail is handled. The software automatically archives all location-specific letters, faxes and e-mails that come in once they have been dealt with. Any fees charged can also be saved automatically and resent as a copy if required.
The Konica Minolta solution is great – everything's archived in the same way and my staff don't have to do loads of copying any more
Elke Franz
Assistant Head of Operations, Stadtreinigung Leipzig
Now staff can archive all Office documents straight from the application (Word, Excel, etc.) and use Windows Explorer to save digital photos and other files in the document management solution's archive with ease. All document versions are saved in a way that is compliant with auditing standards and with the law. The document management system has now administrated over 780,000 documents to date. Introducing the system has improved internal workflows too: “Consequently, the 95 members of staff who work with the program rate it very highly. Colleagues can now work on the same file at the same time, for example, which is especially important for teams in different departments,” explains Elke Franz, Assistant Head of Operations at Stadtreinigung Leipzig.
The document management solution from Konica Minolta has enabled Stadtreinigung Leipzig to optimise its administrative tasks and stem the deluge of paperwork. All documents can now be found significantly faster and accessed immediately if required, which has made work less stressful and improved customer service. Stadtreinigung Leipzig has scanned in 85% of its 70,000 files so far and will continue to digitise its records archives over the coming years until everything is available in digital format.
The DMS has proved such a success that it is currently being expanded – in 2012, for example, a digital vehicle file was created for every vehicle. The DMS solution from Konica Minolta will also soon be used upon receipt of invoice and in various projects run by the specialist departments.
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