Digital Mail Room
Paper River's Digital Mail Room solution is a modular solution allowing for the maximum automation of incoming mail with the minimum amount of human intervention. The solution incorporates high speed 'minimum-click' touch screen interfacing for fast batch process with a second phase document workflow engine and client application for ultimate control of 'document type' processes. An administrator can easily create category and document type groupings, and define data extraction, indexing and submission rules at a document level basis. The system is designed to minimise the amount of human effort needed to complete a capture and delivery process and can handle structured, unstructured and semi-structured documents of all size formats.
"A true 'minimum-click' solution that rapidly automates the digitisation of incoming mail with the minimum amount of human effort"
The Paperless Office
The concept of the "Paperless Office" has been around since the early 1960s and yet a typical organisation is still dealing with hundreds of thousands of items of paper correspondence every year. The FlowMatrix Mai technology provides the solution for rapidly and efficiently capturing paper documents and converting them into electronic files for internal distribution and routing into departmental EDRMS or business applications.
Shipping paper documents around internally within an organisation is a slow and costly process which also entails the risk of losing or damaging the paper document. Our FlowMatrix Digital Mail Room solution, enables our customers to save time and money through the accurate and rapid processing and routing of documents, converted to a range of electronic file formats, to the correct person, team, storage location or business application within the organisation. In addition to the standard batch handling, image clean-up and scanning capabilities, our Digital Mail Room solution includes many advanced features which drive enhanced usability, greater efficiency and superior performance.
The Two Phase Approach for Maximum Efficiency
The Digital Mail Room solution has been designed so that mailroom users can easily share the workload by switching roles very easily with full process audit from point of capture through to delivery into electronic content or EDRMS. In addition final decision making for documents and indexing can be deferred to a remote department or user using their own FlowMatrix QuickDrop desktop client connected to the same queue-based management as the mail room.
Mailroom users can rapidly submit batches using the optional FlowMatrix ScanPort touchscreen PC which dynamically understands all of the document types setup on the system. The ScanPort can process and QA normal and large format documents then submit to workflows designed to automate delivery of the document type. The secondary QuickDrop MailRoom client supports indexing, OCR, redaction and self-service templating for workflows and document structures. The system has also been designed so that document types are tagged with their own scanning settings and automation rules. The system can parse documents for reference fields, barcodes and other values to aid categorisation, automatic indexing and routing rules.
The solution has been designed so that mailroom users can easily share the workload by switching roles very easily with full process audit from point of capture through to delivery into electronic content or EDRMS. In addition final decision making for documents and indexing can be deferred to a remote department or user using their own QuickDrop desktop client connected to the same queue-based management as the mail room.
Smarter Business Processes
FlowMatrix allows companies and organisations to optimise the management of information through efficient, secure and audited business process automation. FlowMatrix connects MFP devices, mailroom scanners, client desktops and core business applications through a highly powerful rules-based delivery engine and client collaboration tools.
The solution is built on the core FlowMatrix technology platform, which means it integrates seamlessly with all our solution modules, such as forms processing and invoice processing as well as bespoke business process automation capabilities.
By converting documents into electronic file format and ensuring these documents get to where they are needed, quicker, means the whole pace of your business processes can improve significantly. It is not unusual for customers implementing our technology to see improvements from up to a whole week shaved off their manual paper-based processes.