The Benefits of Mailroom Outsourcing

In-house digital mailroom operations require space, staff, and equipment. Today, businesses are outsourcing their mailroom operation to save time, money, space, and more.

What is Mailroom Outsourcing?

Digital mailroom management may include data capture, claim intake, check handling & processing, rejection letters, image archiving, and the processing of many other types of documents and data processing. Mailroom outsourcing means putting most, if not all your mail management services in the hands of a third-party Business Process Outsourcing (BPO) company.

Transforming your physical mailroom into a virtual digital mailroom is a massive step toward going paperless and getting important information to your workers anywhere, anytime, and from any device.

Some companies are still making the transition to digital. It’s estimated 40 percent of companies still use paper checks to pay vendors and still use traditional mail to deliver those paper payments.

In a traditional mailroom, a piece of mail—perhaps an invoice or a check—comes into the physical mailroom. It’s picked up by a mail-handling employee, who manually scans and copies the document. Then, the copies are handed off to another employee to distribute, and the originals get filed and stored. A digital mailroom takes all this hassle out of the equation.

What are the Benefits of Outsourcing?

There are many benefits for businesses who outsource all or a portion of their mailroom management.

Increased Efficiency

• Outsourcing critical mailroom workflows frees up a lot of process slowing touchpoints. A dedicated team with the right technology means less hold-ups in your organization and far more efficient practices.

Smaller Footprint

• Outsourcing lets existing mailroom floorspace be re-purposed for other departments or functions.

Up-To-Date Technology

• eBizDocs mailroom service use the best, most recent technology readily available. An internal IT team monitors and updates the system to stay current and relevant within the industry.

Employee Training

• As technology updates, eBizDocs maintains consistent training in the most current processes and best practices. Training your employees is no longer an issue while mailroom automation increases employee productivity.

Data Security and Compliance

• Information security is handled with delicate precision and care within eBizDocs’ facilities. Highly advanced security systems ensure anything coming in or out is protected by password-protected accessibility, data breach protocols, and training to prevent human error or other miscellaneous issues. eBizDocs is SOC II certified and uses proven best practices based on industry compliance rules and regulations.

Efficient Workflow

• Automating a major section of complicated steps found in claims processing, data capture, and other mailroom procedures, allows your business to streamline internal workflows. In many cases, claims and bill pay, data are automatically sent to your system. eBizDocs’ mailroom service can integrate with required systems. This means no fumbling around when accessing information. Placing information at your fingertips means you can have instant and secure communications.

Seeing Results

When outsourcing mailroom digitization processes, businesses recapture time and space which improves overall business operations, and in turn, ease the burden of managing time-sensitive processes and service levels. Efficiency improvements and overhead reductions make mailroom outsourcing an incredible business opportunity.

eBizDocs’ spectrum of Business Process Outsourcing (BPO) mailroom services ensures organizations experience positive results and can rest easy knowing their data is protected. To learn more, let’s connect.

Take the next step by starting a fact finding, no obligation, conversation with eBizDocs about your Process Automation goals and objectives.