incoming mailroom delivery

How to Solve the Challenge of Corporate Incoming Mail Delivery

Spending on technologies and services that enable the digital transformation (DX) of businesses approached the $2 trillion mark in 2022, according to market research firm International Data Corp. (IDC). One of the best places for an organization to jumpstart its DX is its mailroom — the main point of entry for documents. An inordinate number of documents still arrive at the office in paper form, making mailrooms one of the most manual-intensive areas of most corporations. That’s because most physical mailroom “silos” operate outdated, inefficient workflows.

Corporate mailrooms are responsible for much of the incoming and outbound messaging between an organization and its customers, suppliers, regulatory authorities, and other entities. Yes, some of that communication has transitioned to electronic delivery, but most companies still process a healthy volume of physical mail every day.

“On-premise mailrooms are slow, error prone and require too much labor and valuable real estate,” contends David Winkler, a contributor to “Not to mention [that] they simply cannot support today’s ‘new world of work.’” Due to such inefficiencies, companies lose between 20% and 30% in annual revenue, IDC reports.

Outdated manual mail processing procedures can have a negative effect on high visibility corporate objectives like customer experience and regulatory compliance. An emphasis on automation and new technologies, combined with changes prompted by remote and hybrid workplace environments, are encouraging companies to seek better ways of dealing with incoming mail.

Automation in the mailroom means taking some of the human-based decision-making, routing, transporting, and tracking tasks associated with inbound mail and assigning them to specialized hardware and software. Automation allows the mailroom to process more mail with fewer employees while simultaneously speeding delivery.

Content In This Post:

Our Digital Mail Solution
According To The Rule Book
Tackling Today’s Business Challenges
Automation Is The Answer

Tritek’s Digital Mail Solution

Digital mail delivery converts incoming paper mail into digital form. Instead of waiting for once-a-day courier delivery of physical mail items, employees can receive documents at their workstations electronically. Recognizing the popularity of a modern mobile workforce, a digital mail system delivers mail to employees whether their office is on site, at a satellite location, at home, or on the road. An automated solution such as this creates a digital record tracking the progress and documenting the history and delivery method for each mail piece. With the simplest form of incoming mail automation, known as advance notification, employees receive an email with a link to the digital image of each physical mail piece addressed to them. Advance notification will inform employees about the physical mail they will receive hours before the corporate mailroom delivers it.

With the next level of automation, employees decide on the disposition of each of their mail pieces. They can choose to have the piece scanned and emailed to them, have it physically delivered, or ask the mailroom to destroy it. The Tritek Oasis sorter can scan up to 10,000 pieces per hour in this manner, with a single operator. Watch a short video about Tritek’s Oasis email delivery solution here.

Our Digital Mail Solutions

According to the Rule Book

Companies regularly receive mail they must always handle in a certain way. The Tritek digital mail system uses rules to process those pieces automatically by identifying them during the scanning operation. Bill payments, for instance, may always be sent to Accounts Receivable, orders might be scanned and emailed to Fulfillment. At an insurance company, some documents may go to Underwriting while others to Claims Processing. Processing mail using the Tritek Rules Editor software decreases the need for individual employees to make piece-by-piece decisions about how to handle the mail. Some rules might cover situations such as:

  • Which types of mail are always opened, scanned, and routed electronically by mail center staff?
  • What mail stays sealed and forwarded to the addressee?
  • How is marketing mail handled?

Tackling Today’s Business Challenges

Automated incoming mail handling solves three problems for businesses.

  1. The risk associated with the organization’s reliance on key mailroom employees.
    Most mailrooms still manually delivering mail rely on key staffers who know the employees working in each department. Their memories help them distribute mail accurately to an individual when it comes addressed to a predecessor in the employee’s department. This knowledge is often augmented with sticky tabs or a notebook full of hand-written instructions.
  2. Delivering time-sensitive documents to a remote or semi-remote workforce.
    COVID-19 changed the corporate landscape for lots of companies. They have either embraced the concept of remote or hybrid workplaces or grudgingly accepted remote working as a factor necessary for attracting and retaining the most talented workers. But they still need to facilitate efficient communication throughout the organization.
  3. Staffing shortages in the mailroom.
    In many companies, vacancies in the mailroom have been difficult to fill. Automating inbound mail reduces the amount of tedious manual work, allowing organizations to reallocate talent or operate the department with a lower headcount.

Automation is the Answer

Corporate mailrooms are the lifeblood of their organizations. They play a critical role in company operations, contributing to key company goals like improving the customer experience and complying with regulations. The growing trend of remote and hybrid work environments makes incoming mail distribution more challenging, prompting mailrooms to embrace technologies and automation to keep pace.

Tritek Technologies has offered their patented, field-proven mailroom automation and document imaging solutions to improve productivity and mailroom efficiency to companies since 1984. The Tritek Mail Forwarding System works with a variety of Tritek equipment, allowing companies to choose the solution size that best meets their needs to deliver important documents to their employees, regardless of where they work.

Tritek’s family of mail center automation solutions includes inbound mail sorting, imaging and archiving of mailed documents, parcel sorting, digital mail delivery, and the industry-leading Correct Elect Vote-By-Mail technology. Our clients include Fortune 500 companies, government, educational institutions, financial services, healthcare, insurance, and fulfillment.

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