Mailroom Automation

Frequently Asked Questions

• Why Storetec?

  We pride ourselves on our certified approach, conducting regular audits to meet ISO, BS10008, and Cyber Essentials Plus requirements. Our experienced team, with a solution-focused culture, ensure the best outcomes for our clients. Our state-of-the-art facilities and cutting-edge equipment enable tailored, efficient solutions. These combined have earned us the title of BPO/Outsourcing/Bureau Business of the Year at the Document Manager Awards for the past nine years, showcasing our dedication to excellence.

• What is document scanning, and why is it important for mailroom departments?

  Document scanning involves converting paper documents into digital format. Mailroom departments must improve document accessibility, reduce manual data entry, and enhance data security. It also allows for the automation of repetitive tasks and easy, secure, and quick access to mail items.

• What types of mail can be scanned?

  Continuous investment in the latest software and scanning equipment means we can scan any mail you have. We have extensive experience working with mailroom departments in all industries.

  The types of mail include letters, invoices, legal documents, medical records, catalogues, oversized documents, handwritten notes, photographs, and forms.

• What is data capture, and how is it applied to a mailroom department?

  Data capture involves extracting key information from documents. In a mailroom, it helps automate data entry and indexing. Data capture can extract text, numbers, dates, and other relevant information from mail, which can be input into your system.

• How is AI used in a mailroom?

  Once digitised, visual classification logic will look at the structure of the mail and decide what it is to be classified as. OCR can be applied to look for keywords in the mail to push it through a specific workflow, e.g., change of address or complaints. Data can also be validated against data sets provided, where available. We will push any exceptions into a workflow for manual intervention. AI makes our software learn from manual interventions to further enhance and automate the process.

• How secure is your cloud hosting service for our mail?

  Storetec’s cloud hosting system, MDI Cloud prioritises security. Hosted on a UK-based server, MDI Cloud uses robust encryption of data in transit and at rest, access controls, and regular security audits and cyber security penetration testing to safeguard your data. Our commitment to data security is demonstrated through our ISO 27001, ISO 22301, and Cyber Essentials Plus certifications, so you can rest assured that your data is in good hands.

• Can I access mail remotely with your cloud hosting service?

  Yes, you can access mail securely in MDI Cloud from anywhere with an internet connection. Our cloud hosting platform provides convenient remote access to your mail, facilitating remote working, and collaboration from individual remote locations.

• How can cloud hosting improve collaboration in organisations?

  Cloud-based document management systems facilitate collaborative document access and sharing among employees, departments, and stakeholders, enhancing teamwork and productivity. MDI Cloud tracks document versions, allowing users to see changes, revert to previous versions, prevent conflicting edits, and offer in-system messaging. Workflows can be set up to automate the approval process, seamlessly routing mail to the appropriate personnel for review and approval, ensuring a smooth and timely exchange of information.

• Is data recovery ensured in the event of unexpected incidents or disasters with cloud hosting?

  Yes, cloud-based backups and disaster recovery plans are in place to ensure data recovery and minimal downtime in emergencies. Snapshots of MDI Cloud data are taken every 4 hours with 168 iterations of backups kept, and independent cyber security parties test penetration annually. Automatic failover and recovery is in place, guaranteeing at least 99.99% uptime.

• How does document retrieval work in the cloud hosting system?

  MDI Cloud features a user-friendly interface with powerful search and retrieval functions. You can quickly locate and retrieve specific documents by entering keywords or using filters.

• What are some common workflows that can be automated in a mailroom?

  Workflows like document routing, approval processes, data capture, and notification systems can be automated to improve efficiency, reduce errors, and promptly route mail to the correct personnel.