Digitisation has been a major direction of innovation for a lot of business processes today. As consumers demand for efficiency in all steps of the buying process, businesses can now benefit with the availability of the cloud and digitisation technology to meet these demands. Although some physical documents still pose importance in today’s post-modern world, one of the digital luxuries businesses should capitalise on is a Digital mailroom. Digital Mailroom is a growing trend in major cities such as Sydney because it paves the way to improved processes while cutting huge labour and paper costs. In fact, the significant growth of digital mailroom in Sydney as well as in major cities all over the world is strong evidence of its countless benefits. Read on to discover how it works wonders.Digitisation has been a major direction of innovation for a lot of business processes today. As consumers demand for efficiency in all steps of the buying process, businesses can now benefit with the availability of the cloud and digitisation technology to meet these demands. Although some physical documents still pose importance in today’s post-modern world, one of the digital luxuries businesses should capitalise on is a Digital mailroom. Digital Mailroom is a growing trend in major cities such as Sydney because it paves the way to improved processes while cutting huge labour and paper costs. In fact, the significant growth of digital mailroom in Sydney as well as in major cities all over the world is strong evidence of its countless benefits. Read on to discover how it works wonders.
Save office space
Imagine all the spaces dedicated to records management, keeping, and storage. That includes shelves, filing cabinets, folders, and storage boxes that consume most of your office space. Making sure you only print, file, and store essential physical documents can free up physical space which could be used for employee workspace.
Let's take into account the average rent for office space in the Sydney Central Business District. According to Knight Frank, the average cost in this city which is known to be one of the highest in terms of cost all over the world is estimated at $992 per sqm per annum. A standard four drawer cabinet takes up around 1.58sqm that’s a total of $1,567 spent on a single file cabinet annually. The bigger your company gets, the more files you incur which also means a whole lot of your company’s resources spent on this unnecessary expense. Space saved can greatly affect your overheads in the long run.
Reduce Paper Waste
Did you know that an average office worker uses almost 10,000 sheets of paper annually? In an article by Record Nations, 45% of paper printed in an office go to the trash at the end of the day. Moreover, The World Counts revealed that 50% of waste generated from companies are composed of paper.
In Australia alone, 1.72 million tons of printing and writing paper is used each year. Office paper is currently the largest component of solid waste generated in offices in Australia’s central business districts. That is the equivalent of 40 million trees. Making sure that you print only those documents that actually need printing and storing would cut paper waste and storage cost. Imagine how many trees will be saved if every office implements a digital mailroom in Sydney alone. Digitizing your business process would not only save your company’s precious resources but will also save tons of trees every year.
Seamless records management and tracking
Digital mailroom’s main objective is to help organisations process, manage, and track received information in a convenient and efficient way. How is it possible? With static paper being reproduced and transformed into digital formats, streamlining processes are possible within a shorter period of time compared to the manual process.
Digital transformation experts use a document scanner to extract your data and transfer important paperwork in a secure database for easy tracking.
Convenient document retrieval
Retrieving important documents in a traditional office setup usually takes more than six hours per week. These documents range from invoices, reports, legal documents, certificates, health records, and purchase orders. With digital mailroom, document search is easy with properly sorted out data. Additionally, it reduces labour costs such as hiring a data entry clerk and significantly improves efficiency in the workplace. The less manual process also means less stress for your existing staff, therefore, an increase in job satisfaction.
Improved customer service
Customers are demanding. When they ask you something, they want it now. Think of a customer who’s returning an item purchased from your shop. You will need receipts, invoices, and other critical data before finally processing their requests. Going through a pile of recent sales records can be daunting. Having a complete, neat, and accessible record of all your previous sales can help you attend to your customer in a snap of a finger.
Archiving papers takes a lot of time because it requires meticulous organisation techniques. Furthermore, it will need suitable storage space, appropriate room temperature, reliable staff to handle and manage critical documents, and a lot of filing accessories.
Digital Transformation Solutions make archiving easy through a smart document scanner. After scanning, these files go directly to a records management system which stores all your company data in a secure platform. Save time and money and improve employee efficiency.
Upgrade in Human Resources
Digital transformation enables human resources to conduct and process hiring through a web-based form. This web-based form will be automatically stored in a document management system. Through these records, HR staff can make better decisions by having an overview of all essential factors to consider when hiring a new employee. Further, it collates all available information of your employees which can be used for future evaluation and possible promotion.
Embracing automation for human resource process is a trend that, if missed, will be an advantage to your competition.
How Digital Mailroom works
Digitisation sounds complex. Luckily, digital mailroom is continuously growing in Sydney and finding just the right solution for your business is as easy as a few google search inquiries. Curious how it works? Here’s a step-by-step process by Digital Transformation Solutions.
1.Mail sent to P.O Box are picked up daily
2.Mail opened, prepared, and scanned
3.Data capture and quality contro
4.Automated workflow kicks off
5.Data delivered to your preferred system.
Digital Mailroom Solution in Sydney
Manual email processing takes up a considerable amount of time. Acquiring a smart solution can promote efficiency and save your staff from dabbling into counterproductive tasks of sorting your papers. Digital Transformation Solutions, an information management company offering digital mailroom solutions in Sydney, aspires to make a difference in every organisation through digitisation. Interested to bolster your business to the next level? Get in touch with us and let us transform the way you work.