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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.   Traditional mailrooms can also be costly to maintain, when you consider the cost of purchasing or leasing franking machines; managing physical storage space; consumables; postage; and labour costs. Furthermore, storing paper documents requires robust data management.   To achieve efficiency and excellent customer service, it’s essential for organisations to have quick access to information.     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. 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.   Cost-effective 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.   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.   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.   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, these hidden costs can significantly add up to more than the physical costs of printing and posting the letter itself.     Our digital mailroom is the solution for you. Publisure provides a simple, intuitive workflow that integrates, optimises and digitises your outbound communications. Our digital-first methodology is quick to implement, easy to use and offers improved data accessibility and compliance for your organisation. Designed to improve your team’s efficiency, you can meet tight deadlines and access online documents with the utmost security.   Carbon footprint By implementing an automated digital mailroom, your company can significantly reduce its

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 Using automated document software enhances organisational workflows and boosts business performance.   Automated services are designed to help businesses streamline their document management workflow by facilitating the creation, sending, and receiving of documents. Through scheduling, companies can easily automate follow-up documents, saving time and reducing the cost of repetitive tasks.   Data management Storing, creating and managing large volumes of documents can be difficult if you’re using manual practices. You must ensure the security and integrity of the data.   With advanced data capture technology, your inbound documents are scanned, data is extracted, checked, and assigned to the correct recipient securely.   Better customer experience Document management platforms are equipped with quick-search functions, and with recipients’ up-to-date information easily moved from their written inbound documents into your software, you can build better relationships between your organisation and customers and deliver a consistent and professional support team.     Bring value to your outbound and inbound document workflow Having a document management system in place can be transformative for your business. It is important to have a well-thought-out strategy before implementing automation.   Choosing the right document workflow platform determines the functionality and outcome of your workflows, and most importantly, how quickly and easily you can process documents.   When looking at platforms, certain features are necessary for achieving maximum performance and efficiency.   Document generation and templates With Publisure’s easy-to-use interface, you can create branded document templates in just a few clicks.   Our user-friendly interface requires no technical knowledge, allowing you to effortlessly design and edit letters and inserts. You can save time and costs by generating multiple, personalised documents from one data source, and with our option to utilise various channels such as hybrid mail, digital SMS, portal, or email, distributing correspondence to your entire recipient list is easy.   Automated data extraction Why work with a fragmented process, where your outbound sent and inbound scanned documents are separate processes?   Our collaboration with Kodak Alaris brings advanced data management capabilities that enable you to capture and index vital document data from your inbound document workflows through the KODAK E2050 Scanner. This information is seamlessly integrated into centralised software, ensuring easy accessibility, accuracy, and security for your team.   Integration Our platform offers seamless automation of the document management process by integrating every aspect. Your team can efficiently create documents and set up notifications through a middleware process that enables both physical and digital communication channels to keep costs low.   By offering flexible communication options, you give your customers the freedom to choose how they receive notifications, promoting accessibility. Additionally, utilising cost-effective solutions for sending letters can help you achieve your organisational goals with ease.   Our advanced data capture technologies efficiently index all incoming documents and assign them automatically to your data list. This ensures that your team can focus on crucial tasks without being burdened by data management.   Collaboration Collaborating on documents is crucial for enhancing productivity and efficiency, as it eliminates disorganised and time-consuming paper trails. With digital documents, authorised users within your organisation or department can update them effortlessly, while keeping track of previous versions, including the creators’ identities and the dates and times they were saved.   Your documents are stored in an easily accessible, single-centralised platform to ensure your draft and sent correspondences are searchable and retrievable when needed.   Your team can access documents alongside enabling user profile and group document access permissions.   Enhanced document security A document management system needs to ensure it produces and delivers digital documents in an efficient, secure and compliant way to prevent data breaches.   Our focus is on delivering digital transformation using advanced encryption and compression techniques, guaranteeing the security of each document. We use cloud storage that offers advanced security complying with ISO9001, ISO27001 and Cyber Essentials Plus, whether it’s through physical post or our digital framework.   We automatically attach unique identification codes to letters for complete audibility and compliance. Through our automation processes, your customers can access online documents with a secure API connection instantly.   As your organisation grows and changes, our secure API cloud introduces scalability to your existing systems and automatically grows with your database with minimal human intervention. Your team can create as many documents as needed, and send them to a growing recipient list to cost-effectively increase data storage and performance.   Build one automated workflow with all the benefits Implementing document automation software should be part of your digital transformation strategy. Your organisation will benefit by simplifying processes, decreasing data errors, and improving overall productivity.   Our goal is to help your organisation to work more efficiently and collaboratively. By investing in Publisure’s easy-to-use software, document management will be faster, more cost-effective and more scalable. Automate workflows and improve efficiencies without sacrificing security Speak to our team