Digitally re defining your Mailroom

It is costly to operate your own mailroom services and your own members may not be able to cope with an ever-increasing workload.

At Writer Information, we offer comprehensive solutions that offer maximum cost optimisation, faster turnover, value-added services on demand, real-time cloud hosted Writer IP based tracking, guarantees reliable service and RPA-compatible digital frames of the highest order.

Our Mailroom Service moves companies beyond simply sorting and scanning mail to an intelligent system that digitizes information from all communication sources. Leveraging our inbuilt InfoMail software, one of the most flexible, easy-to-use AI based platforms on the market today or integrating with other content management solutions, applications and documents, we automate mailroom workflows delivering vital information where it needs to go quickly.

The main purpose of our offer is to deliver integrated services with storage and scanning solutions eliminating any possibilities of multiple handshakes in the process.

Jumpstart downstream information workflows to improve speed, security and accuracy for transactional processes like accounts payable, claims and invoice processing, among others, creating audit trails to help with compliance and industry regulations. In the current scenario, as we move almost towards a remote working model, eliminating paper appears to be the way forward for all of us.

At Writer Information, we understand your priorities and have therefore designed our Integrated Business Process Services to handle it.

With our: 

●    Digital Mail solutions for incoming and outgoing mails
●    Handling bulk mailers and post campaigns
●    Mail Segregation, Personal Distribution and Internal Messenger Services
●    Data sanctity checks, Maker and Checker concept  
●    Document Capture

We're helping you take this important step towards a comprehensive digital transformation. How we help you leverage our world-class facilities

●    Rebadging & taking over as-is processes
●    Online Tracking of Documents from first mile to last mile activity
●    Qualified and Experienced Resources
●    Better space management 
●    Zero Hands off
●    Integrated Pricing

Writer Information is equipped with tools and applications to publish live dashboards and measure SLA operations and performance. Some of our reports of our MIS tools are as follows:

1.    Reconciliation Reports 
2.    Staging reports 
3.    Discrepancy Report
4.    Onward / Inward Reports
5.    Escalation Reports
6.    TAT reports
7.    Quality Reports
8.    Inventory Report
9.    Exception handling reports

How we help to set the process in motion

Content Validation : Entering AWB No. in DMS Inward module. Information reflected on screen is validated

Inward : Post validation, Pouch inwarded, an auto generated acknowledgement sent to client

Data Entry & QC : Complete DE in Excel, Health Check & MIS update for discrepancies

Scanning & QC : Scanning Mandates in tiff enabling ICR/OCR for further processing & Upload

Report - One copy to Client : Post Maker-Checker activity, preparing of files for bank

Storage & MIS : Balance Content of Pouch sent for Storage at WH. Daily dashboard & MIS published

THE BENEFITS OF MAILROOM OUTSOURCING SERVICES

IMPROVED BUSINESS PERFORMANCE

Faster processing of inbound mail and quicker response times can help improve service quality and boost customer satisfaction. Our Mailroom Outsourcing Services allow companies to focus on their main business areas, maximize value and increase worker productivity.

STREAMLINED MAILROOM COSTS

Whether it’s through process optimization or purchasing at scale, Writer can significantly reduce mailroom management costs and equipment. Get in touch to find out how Writer could save costs for your business.

UNDISRUPTED BUSINESS OPERATIONS

Digital mail solutions and off-site centers can allow targeted control of volume reductions. They also provide business continuity in case of disruption and can support mobile and flexi-working practices.

DIGITAL TRANSFORMATION

By digitalizing the mailroom, Writer can help companies prepare for wider digital transformation and innovation. Find out more about digital tranformation.

INSIGHTS & DATA-LED FORECASTING

IBPS can give you insight into trends, patterns and performance to help drive further improvements and aid future planning.

COMPLIANCE AND SECURITY

Digital solutions enable robust audit trails, which help to improve security and support regulatory reporting.
 
Process Methodology

Process methodology adopted for this would be that of a “Hub & Spoke” network model. Hub would be setup at a central point where most of the mailing activity happens which could be connected and service any number of spokes as per the average volume of mail flow within a particular company. A diagrammatic presentation of the model is provided below.

Each of the above clusters can be created in each city or region of operation which can be consolidated into a central hub which would act as the central data repository. A diagrammatic representation of data flow and mail flow is in a consolidated scenario is given below.

Inward Mail Management process