Digitally Deliver Incoming Mail

Digitally Deliver Incoming Mail

Organizations spend a great deal of money on tasks associated with receiving incoming mail and delivering it to the correct individuals throughout the enterprise. This function usually involves a staff of couriers and a fleet of vehicles that travel to multiple buildings or facilities distributed across wide geographical areas.

But do you really need to deliver all that mail? You may suspect that addressees ignore a good portion of the inbound materials on which your staff spends their time. Employees work every day determining the recipients, assigning pieces to courier routes, and delivering advertisements, newspapers, and magazines that have little value to the organization.

What if you could tell in advance what mail was important to deliver each day, which pieces could wait until tomorrow, and which items you could safely send to the recycle bin?

A Smarter Approach

Intelligently handling incoming mail is the idea behind electronic digital email systems like the one from Tritek Technologies. With these systems, cameras and other hardware along with software executing a set of rules aids the mailroom staff at every step. Cameras capture images and extract data from mailpieces. Then the rules engine uses that information to determine who should receive each piece (it’s not always the person whose name is on the envelope), where they are located, and which courier route serves their workplace. Transports and intelligent machines distribute the mail into bins representing courier routes or storage locations.

Digital Mail Delivery Solutions

If inbound mail processing systems did nothing more than that, it would save the mailroom staff lots of time spent looking for people in company directories or delivering mail to one person in the morning only to pick it up again in the afternoon to deliver it somewhere else.

But Tritek’s Electronic Digital Email System does much more. Since the system captures an image of the mailpiece and knows who should receive it, the system can sort the mail into a holding tub, remember where each piece is stored, and email an image of the envelope to the intended recipient.

Tritek uses a gold standard imaging system. Our imaging hardware and software captures all inbound mail at over 300 dpi resolution and stores the images as tiff, jpg, or pdf files. The Tritek system can also use optical character recognition (OCR) and store keywords used for researching the mailpieces. High quality scans ensure the information on the mail piece is read and the machines sort the mail to the proper destination.

Giving Addressees a Choice

Digital mail recipients have an option of asking the mail center to destroy the mail, hold it for pick up, forward it elsewhere, deliver it to them, or open the piece and send a scanned image of the contents to the recipient via email. This changes the game for mail center operations that spend money every year on high-turnover staff, vehicles, maintenance, floor space, and gas.

Digital email systems for incoming mail won’t eliminate the need for couriers. Some mail is important and delivering it will continue to be a task the mail center staff must handle. However, by eliminating mail you needn’t deliver daily, you can repurpose the resources dedicated to this function. Some organizations may decrease the number of mail delivery points using such a system, using components such as digital lockers installed in central locations.

Deliver or Destroy?

There’s some mail you should always deliver. Invoice payments, for example. This is where Tritek’s superior rules engine becomes a great advantage. The rules engine can recognize invoice payments and automatically route them to the courier route that services the accounts receivable department. Here there is no need to send a scanned image to the mail recipient or wait for their response. We know the disposition of these pieces will always be the same.

On the other hand, individuals within an organization may describe mail they routinely receive that always goes directly to the trash. When pieces match the description in the rules engine, the sorting machine can record the receipt and image of the piece, but route the physical mailpiece directly to the recycling bin. Mail center employees avoid sorting unwanted mail to a route and carrying the piece to its destination, only to have the recipient drop it into the recycling bin at their worksite. Automatically removing mail when it is first processed is a much more efficient way of dealing with unwanted mail.

Digital delivery eliminates wasted efforts, centralizes recycle paper collection, and speeds notification to employees across the enterprise. Treating every mailpiece equally is inefficient when a good portion of daily mail has little urgent value to the addressees. The number of individuals receiving mail and the distance between campuses or buildings contribute to the ROI calculation. Contact Tritek Technologies for help evaluating the benefits of digital mail delivery to your organization.

Learn More About Digital Mail Delivery

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