Campus mail center employees spend most of their time sorting incoming mail and attempting to deliver it to recipients scattered over a large geographical area. This is especially true now that many students and instructors are studying or teaching from home. Automated, rules-based sortation and electronic mail delivery can slash a university’s dependence on mail center staffers while simultaneously speeding up mail delivery.
A student’s residence is often difficult to pin down, especially when they move to off-campus housing. That challenge increased dramatically with the remnants of COVID-19 still with us and at-home learning. Delivering to faculty, staff, and students is a guessing game, yet packages and mail continue to arrive. The key to keeping the campus mail center functioning is automation.
Here are five factors motivating campus mail center administrators to seek automated mail delivery solutions for the educational institutions they serve.
- Space Challenges
The dilemma for college mail centers is optimizing floor space while maintaining timely notification of package or mail arrival. Volume is shifting from letters to packages. Packages take up space and need manual handling. Knowing that mail is not going away anytime soon, how can colleges reduce mail’s footprint to make room for packages, yet still process correspondence? Automated inbound sortation technology is flexible enough to process mixed-weight mail, parcels, flats, and postcards. The equipment can enable more efficient package storage and retrieval while optimizing the space allocated to the facility.
- Digital Mail Replacing Hard Copy
Digital delivery of hard copy postal mail is gaining wide acceptance in corporate mail centers. For businesses, digital mail delivery automates manual sorting and delivery. Corporate inbound mail is repetitive. It is usually a form or a standard response. Once opened, automated processes scan the envelope’s contents and send images electronically to the appropriate employee, even if the name on the envelope no longer matches the person holding the position. The automated system captures the recipient’s name and other information from the envelope and software looks up the employee’s email address. Cameras scan the front and back of the envelopes, date-stamp them, and send the images to the recipients.College mail differs from private business mail. However, much of the same technology now adopted by businesses can be effectively deployed to serve the students, professors, and staff at a college. University mail is personal. An envelope could contain a card from home with 20 dollars secretly folded inside. If it has a First-Class stamp, the mail center cannot open it.Rule editor software uses business rules created by university privacy administrators to control what mail the mail center can open and what stays sealed. The automated system scans the front and back of the envelopes and sends images to student phones. They can pick up their mail at any time.
- Staffing Challenges
The Printing Industries of America reported that 30%-50% of skilled workers in the industry will retire in less than ten years. Replacing these workers is a challenge. Vocational schools are not producing graduates with traditional print and mail processing skills. Hiring employees in any capacity is a struggle. Finding workers with an understanding of mail processing is rare. College mail centers must adopt automated inbound mail and parcel sorting to make up for the lack of staff.
At most colleges, mail and parcel management is moving toward centralization. The traditional model is delivery directly to a dorm or office where staffers sort the mail into personal mailboxes. Dormitories, keep packages behind the desk until residents retrieve them. The chain of custody is lax. Today, the common carriers deliver to one building: the mail center. Students and staff receive an email or text to pick up their items.
- The Face of Mail Has Changed
Legacy campus mail center designs, policies, and processes are not equipped to accommodate the transformation of the traditional mail stream. The demand for transactional and social mail has declined rapidly, while package volumes have grown exponentially. Higher education mail centers will reinvent themselves and embrace new technologies, such as alternative delivery and management solutions. Eventually, the nomenclature will change. The “mail center” will be known as the “service center” or a similar description. The evolved mail room will provide distribution of mail and packages to the campus community and also offer outbound shipping and printing services.
Tritek’s Inbound Mail Processing Systems for Universities
Customers use the Tritek rule editor software to apply business rules to inbound mail. The rules determine which mail to open and scan. Some envelopes are only externally scanned. The software directs envelopes and catalogs to bins for pickup. Our solution also includes the hardware. The hardware feeds, scans front-and-back, opens the envelope, and gathers mail into collection bins. Tritek’s line of mail and parcel sorters helps campus mail centers overcome space and staffing constraints and provides notification in a safe and secure environment.
Since 1988, Tritek has engineered patented, field-proven mailroom automation and document imaging solutions to improve productivity and mailroom efficiency. Tritek’s expanding menu of mail services includes biohazard screening, digital email delivery, database management, returned mail processing, inbound mail, presorted mail, and parcel processing. Tritek’s clients include Fortune 500 companies, government, educational institutions, financial services, healthcare, insurance, and fulfillment.