In past and present offices, the physical mailroom has been one of the most essential operations within a business. Though often depicted in film and television as a trivial process involving basic labor, the reality is that mailrooms are indispensable to ensuring the correct information reaches the appropriate desks across the business. Advanced digital solutions can transform these once-time-consuming workflows into something fast, accurate and reliable. Here, we’ll explore one solution with our BerkOne Digital Mailroom overview.
Available in the Tungsten Marketplace and leveraging the unique combination of Tungsten TotalAgility, Transformation, and RPA, this solution for digitizing mailroom operations can offer many benefits. It’s possible to bring your mailroom into the 21st century and onto the cutting edge of what’s possible. Along the way, you can create process improvements with real-world impacts.
Let’s start by briefly reviewing the developer, BerkOne, a preferred services provider on Tungsten platforms.
Who Are BerkOne?
Tungsten is proud to partner with several highly experienced third-party developers who contribute valuable solutions to the Marketplace. Each developer brings unique experience and expertise, and BerkOne is no exception. With nearly a century of history in supporting businesses, the company today focuses on assisting businesses with digital transformations that pave the road to the future of work.
BerkOne is an active contributor to the Marketplace, with a high degree of understanding of document and workflow automation. Their digital mailroom solution is highly flexible and customizable to suit your needs at any scale. Learn more about BerkOne and its other exciting capabilities in our partner spotlight blog.
The Need for Smarter Mailroom Operations in the Digital Age
There are numerous pain points associated with traditional mailroom operations. Even those with some integration into technology can struggle with these issues, which cause slowdowns, confusion, and other problems across the business. Some of these issues include:
- Lost mail. It’s easier for items to slip through the cracks and become lost for days or weeks with primarily manual work.
- Security struggles. Keeping sensitive information from unauthorized eyes is more difficult with manual routing through a physical mailroom.
- Slow sorting. Employees may take a long time to route information to the correct destination.
- Potential errors. People may make mistakes when manually extracting document data from the mailroom.
Transitioning towards a more digitized solution can provide solutions for these problems and additional benefits.
Why Choose a Digital Mailroom Solution?
With a solution such as the BerkOne Digital Mailroom, you can tackle the above pain points using a combination of intelligent workflow automation and inventive optimizations for efficient document processing. Consider what’s possible with such an arrangement.
First, losing mail is much less likely to occur. When everything undergoes prompt digitization and enters your computer systems sooner rather than later, there are fewer opportunities to miss that vital invoice or urgent communication from a vendor.
Second, everything takes place in a highly secure environment where it is simpler to route documents to authorized individuals without unnecessary risks at steps in between.
Third, sorting and routing take place much faster. With the power of AI and machine learning, operations also become more agile over time.
Finally, industry-leading data extraction and human-in-the-loop validation procedures keep your data free from errors and ready for action.
All these improvements are possible with the BerkOne Digital Mailroom. Let’s review its features and functionality.
Notable Features of the BerkOne Digital Mailroom
The Digital Mailroom is an end-to-end solution that begins with incoming documents and ends with export actions to your document management systems, ERP, CRM or other business platform. With it, you can connect mailroom operations to other business workflows for a more seamlessly connected environment.
Unify handling of all document data from digital and physical sources. The Digital Mailroom supports ingesting data that arrives electronically via PDF, email or scanned images of documents such as checks or invoices. It also supports capturing data arriving via multifunctional devices and scanners in your office.
Once captured, the Mailroom provides extraction capabilities with automated validation and verification. You can review validated documents at any time from a convenient dashboard. Validated data is ready to transfer to your internal systems or to move to an external location as needed.
Automated processing can handle a range of approvals or route information to the appropriate employees when exceptions occur. The Digital Mailroom creates an in-depth and fully detailed audit trail for all documents throughout the process. All this happens within a highly secure environment that makes your data safer.
Advantages Unlocked Using This Solution
Selecting the BerkOne mailroom solution can yield many benefits, especially when your team works closely with BerkOne on setup and deployment. For example, BerkOne provides consulting services with its in-house solution experts. These individuals can assist you in customizing the solution to meet your specific needs while paying close attention to your budget and the timeline you have for going live. Deploy a solution on time, at the right price and with as little friction as possible.
The digital mailroom functions at every level of scale and supports even those businesses with highly remote or hybridized work environments. Keep communications unified across diverse teams. Meanwhile, automated routing moves documents into the correct workflow environment to accelerate work completion. In-depth analytics and audit trails provide beneficial insights, creating opportunities to recognize inefficiencies and develop improvements.
Discover Opportunities to Transform Your Work in the Marketplace
Make the mailroom a source of value, speed and efficiency. Predominantly manual operations introduce too many errors and bottlenecks. With intelligent workflow automation, you can solve problems and create new opportunities simultaneously.
As we’ve seen in our BerkOne Digital Mailroom overview, this solution is about more than simply ingesting data and moving it along to another destination. Instead, it provides a complete cycle mailroom operation for the digital present, including highly accurate data extraction, validation and export to other business systems. Learn more about how to bring the benefits of these solutions to your business when you connect with BerkOne today. With this and other Marketplace solutions, you can achieve a valuable transformation with long-term effects.