Mailroom Classification

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Important information lies within the documents coming in to an organisation. Yet, the manual process of capturing, sorting, and delivering this information to the business is often very time consuming and expensive. It can be prone to error, while tying up skilled employees in routine manual tasks.

Further, the emergence of multiple channels of communication into the daily life of the organisation has compounded information management complexity. The sheer speed of electronic communication has raised expectations of customer response times.

The Digital Mailroom concept involves capturing and classifying all information entering an organisation, then automatically routing it to an individual person, department or process, in real-time. This approach eliminates all geographical limitations of traditional mail handling systems. Items entering the system can be viewed by authorised personnel, whether located centrally or in a remote satellite office, or even when mobile.

We offer organisations a single mailroom solution to answer all their information needs and to handle the complete life cycle of documents, irrespective of the original format. Information from documents is extracted and delivered directly to the relevant business system.

TIS’s Smart for mailroom application helps make the vision of the paperless office real, and is the key for ensuring operational efficiency, security and regulatory compliance.

The Solution 

Smart for mailroom

• Provides a single point of entry for all information entering the organisation, whether paper mail, fax, email, or any other source
• Automatically recognises the document, understands the information, and accordingly defines the correct destination within the organisation
• Provides a full audit trail of each document
• Applies the organisation’s business rules, validates the extracted data, and delivers the data to ERP, CRM and Workflow enterprise systems, including SAP and Oracle

The Benefits

• Lower operational costs ─ Operational costs are reduced both in the mailroom and throughout the organisation. In addition, the digital mailroom solution eliminates costly inside physical delivery
• Speeds mail delivery ─ Generally the mail is delivered at a fraction of the time it takes in a manual mailroom process 
• Improved response time ─ By automatically prioritising and routing critical information
• Consistent information handling ─ The same business rules are applied to all types of information regardless of their origin
• Increased accessibility ─ Provides both on-site employees and home-based employees with access to documents. In addition, any document can be instantly retrieved as all documents are indexed in a common index
• Compliance with regulations ─ Comprehensive auditing ensures compliance with regulations. For example, compliance with sections 302 and 404 of the Sarbanes Oxley (SOX) Act

The Technology

Smart for mailroom consists of sophisticated artificial intelligence and machine learning algorithms. It uses the knowledge developed by Top Image Systems over the years through the successful implementation of high-volume and complex data capture projects worldwide.

• The ability to handle content arriving in any format
• An efficient, stable, and scalable platform, for all content entering the company
• Unprecedented document recognition technology
• An online learning mechanism, which allows eFLOW to recognise and learn the structure and format of documents not previously seen by the system
• Powerful engines with an exclusive voting algorithm to achieve the most accurate results
• Built-in connecting agents to a wide range of back-end systems and additional vertical expertise

 

Other things you might want to look at:

More about the technology

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View on-demand webinar: Improve business productivity and customer retention through increased efficiency and accuracy of your mailroom

 

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