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The ultimate guide to the digital mailroom: How to streamline your business operations Introducing a digital mailroom will not only deliver your organisation significant cost savings and efficiencies but also offer enhanced auditability and compliance across your outbound communications. By offering your customers the choice to receive their correspondence online, you will increase customer satisfaction, and response rates and minimise the need for manual intervention by introducing automation.   Challenges of traditional mailroom management Sorting, distributing, and managing physical mail is a labour-intensive task for mailrooms. Manual processes such as printing letters through franking machines can be inefficient, especially when producing time-critical documents.   Not only is the process slow, but traditional mailrooms also come with significant costs. Between purchasing or leasing franking machines, maintaining physical storage space, and dealing with consumables, postage, and labour, the financial burden adds up. These expenses are often compounded by the need for secure, organised document storage, which can further strain budgets and resources.   In today’s fast-paced business environment, organisations need rapid access to information to stay competitive and provide top-tier customer service. Without a more efficient solution, the limitations of traditional mailroom management can hinder productivity and overall business performance.     The downside of fragmented practices Using numerous outsourced mailroom services may not offer you the best solution possible. The identifying characteristic of fragmentation is a lack of a single solution that unifies all your other solutions, which is problematic for your workflows. Additionally, relying on third-party suppliers can introduce risks, such as inconsistent service quality, data security concerns, and potential delays in handling time-sensitive materials. Without a cohesive, integrated solution, these challenges can compound, making it harder to maintain smooth and reliable operations. SMS only providers It is important to keep in mind that SMS only providers often charge for their services in packages, which may result in higher delivery rates. They may also offer one price for messages up to 160 characters, with additional fees for longer messages or two-way texting options. Portal only providers Despite sending documents to an accessible portal, correspondence is still printed and posted by hand to accommodate those who may not be digitally accessible. Sending physical documents through a separate solution to the portal takes extra time and is simply inefficient. Hybrid mail only providers In some cases, it may be necessary to send your post through traditional methods for those customers not online. However, relying solely on a hybrid mail provider may not always be the most cost-effective, efficient option or guarantee to receive the best postal discounts available. ‘Hidden’ fees can make the service more expensive in the long run, with extra charges for additional pages, inserts, and colour printing. Email only providers Large volumes of emails can be sent daily, a simple email service may lack proper tracking features or human errors can lead to disastrous outcomes. A single click can send an email to an unintended recipient, possibly leaking confidential data and sensitive business details that violate data protection policies. Benefits of digital mailroom automation An automated digital mailroom is a key element of your digital transformation journey.   Responsible for processing and sorting incoming letters alongside monitoring and sending outgoing letters, owning an organised system to improve workflow efficiency is essential to reach departmental targets and organisational goals.   At Publisure our goal is to keep your outbound correspondence under your control. We offer a centralised, all-in-one platform that incorporates our own or your preferred hybrid mail, SMS, email, secure file sharing, web portal and app-based document delivery channels within a single management interface.   Publisure is your middleware application for digital transformation, and we support the seamless integration of your preferred in-house or third-party digital solutions, if required.   Cut costs with a digital mailroom Publisure prioritises digital document delivery to maximise your return on investment for your digital transformation strategy. We deliver efficiencies, enhanced audibility, and compliance to reduce the cost of printing and posting letters.   Our platform integration offers a cost-efficient solution that eliminates hidden charges, allowing organisations to increase their cost savings. With our service, companies have the freedom to securely send documents to an online portal, obtain customer consent, and notify them via encrypted email and SMS communications before sending out posted letters. This approach ensures that costs are kept low while maintaining the highest level of security for sensitive documents.   Intelligent document management Our automated document management platform integrates existing data from your legacy software and applies intelligent features to automate and extract metadata related to the recipient. We introduce a conversation between your organisation and your customers, seamlessly linking your outbound and inbound correspondence to help you manage your important data quicker and easier.   Automating manual tasks introduces a complete solution for inbound and outbound content management, saving time for high-value tasks and preventing a fractured workflow from multiple software.   Complete control, security, and compliance By managing your workflow in-house, you retain complete control over your data and can handle your documents internally with ease. Our user-friendly integrated platform empowers your team to manage data in real-time where you can monitor document statuses alongside our efficient mailroom scanning to keep your customer information in one safe space. You have the flexibility to schedule and recall letters as needed and track individual documents for added convenience.   The integration between our platform and your organisation is simple. There’s no need to install new software or run manual updates. We will provide you with a secure web URL which will direct you to your own, branded platform.   We prioritise auditability and compliance throughout the creation, submission, and receipt of your critical business communications. Our extensive accreditations reflect our commitment to secure software and protecting customer data.   Automated mailroom efficiency The cost in time, effort and efficiencies to print and post a letter by hand is significant – typically this simple activity can take up to 2 minutes for each document. Multiplied by the number of letters posted each day,

How to improve your business with automated document software Organisations can efficiently create, manage, and exchange multiple time-sensitive documents across numerous departments using automated document software.   Your team can save time, reduce material costs and eliminate the need for manual printing and enveloping, freeing up time to spend on more valuable tasks.   How does automating documents help you? Automating documents is essential if your outbound and inbound communications are to work seamlessly together in one workflow.   Digitising your document management practices will ensure your organisation remains compliant with security regulations and frameworks.   Through automation, repetitive tasks are completed quickly and accurately and your employees can focus on high-value projects and provide better customer experiences.   Depending on your objectives, automated document systems can be implemented in stages. Your business can capture precise information, guaranteeing that data is processed correctly, and optimising your operations.   Why should you look into automating your documents? Improved efficiency Automating document workflows accelerates organisational processes, leading to significant gains in overall business performance.   Automation tools allow for tasks like document follow-ups, reminders, and document distribution to be scheduled and executed without manual intervention. This saves valuable time, reduces human error, and cuts the cost of repetitive administrative tasks, enabling staff to focus on more strategic activities.   Enhanced data management Managing large volumes of documents manually can be a logistical nightmare, often introducing the risk of data breaches, lost documents, and mistakes. Manual entry or handling can be slow, inconsistent, and prone to error.   With advanced data capture technology, documents are scanned, data is extracted, verified, and assigned to the your data records in real-time. This means your data remains organised, secure, up-to-date and easily accessible with a click of a button.   Better customer experience Document management platforms equipped with advanced search functions allow businesses to quickly retrieve any document, ensuring a more responsive and personalised customer service experience.   Information from inbound documents can be automatically transferred to your in-house records system, ensuring that your team always has the most up-to-date customer data available. This seamless flow of information enhances communication and helps you deliver a consistent, professional experience, improving customer satisfaction and loyalty.   Cost and time savings Manual document processing often involves repetitive, time-consuming tasks such as filing, sorting, and scanning physical documents. Over time, this increases overhead costs, both in terms of time and resources.   Automation significantly reduces the need for manual intervention, enabling companies to perform these tasks much faster and more accurately, and allows employees to focus on higher-value activities, boosting overall productivity.     Unlock the full potential of an automated outbound and inbound workflow Having a document management system in place is one of the most impactful decisions your business can make. However, before diving into automation, it’s crucial to have a well-defined strategy.   A clear roadmap determines the functionality and outcome of your workflows, and most importantly, how quickly and easily you can process documents.   Why your decision matters The right document workflow platform can make or break the efficiency of your operations. Your platform needs to facilitate seamless document processing, streamline workflows, and provide scalable solutions that evolve with your growing needs. Selecting the right system not only impacts performance but also directly influences how quickly and easily you can process and manage documents across your organisation. To maximize the benefits of automation, here are the key features to look for when choosing your document management platform:   1. Document generation and customisable templates Creating professional, branded documents has never been easier. With customisable templates, you can quickly generate multiple, highly personalized documents from a single data source.   Our user-friendly interface requires no technical knowledge and our platform empowers you to generate multiple, highly personalised documents from a single data source in just a few clicks. Whether you need letters, invoices, or statements, automation allows you to streamline the process, saving both time and operational costs. Plus, we offer a variety of distribution channels—whether via hybrid mail, digital SMS, portals, or email—so you can reach your entire recipient list with minimal effort.   2. Automated data extraction for seamless document processing Why work with a fragmented process, where your outbound sent and inbound scanned documents are separate companies with no integration?   Through our collaboration with Kodak Alaris, we bring cutting-edge data capture and document management capabilities to your business. With the KODAK E2050 Scanner, you can automatically scan, extract, and index vital document data from your inbound workflows. This data is seamlessly integrated into centralised software, allowing your team to access it securely and accurately in real-time. This integration eliminates silos, enhances data visibility, and ensures you can make more informed decisions faster.   Integration for a unified workflow A powerful document management system should integrate effortlessly with your other business tools, ensuring that all your workflows operate in harmony. This connection allows you to create a unified ecosystem that enables smoother processes, better data flow, and enhanced collaboration across departments.   Our platform provides end-to-end automation, integrating all aspects of your document processes. Our middleware platform seamlessly connects to your existing tools, in-house and third-party, ensuring that both physical and digital communication channels work in sync, whilst keeping costs low and improving operational efficiency.   With flexible communication options, you empower your customers to choose how they receive notifications to increase accessibility and inclusivity.   Enhanced collaboration for greater productivity Collaborating on documents is crucial for enhancing productivity and efficiency, as it eliminates disorganised and time-consuming paper trails.   Publisure offers an easily accessible platform that makes collaborating on documents easier.  All documents are stored in a centralised platform, which ensures easy searching and retrieval, eliminating time-consuming paper trails.  Authorized users can access, edit, and update documents in real-time, with full version control to track changes and ensure that everyone is working from the most latest version. User-specific access permissions ensure that sensitive information is only seen by the right people,