Received postal mail is handled by the Digital Mailroom, where it is scanned and either manually or automatically indexed into DocumentMan or EventMan. The correct recipient(s) are notified that there are new documents and are directed to these through hyperlinks. The documents can be accessed remotely if required, as the system is web-based. Links with PDA’s via WAP or SMS are also available, ensuring that the right documents are available to people while they are travelling, working from home or based off-site.

Depending on the index used, the electronic documents can trigger the start of a workflow – for instance, if an invoice is received, it would be indexed as such and then routed according to the Accounts Payable workflow, whereby approval to pay the invoice can be via one or more electronic sign-offs, complete with on-screen purchase order matching and interaction with the client’s legacy accounts system.

General mail is routed electronically to the correct recipient– private and confidential mail can still be passed by hand to the recipient or handled by a separate team with the relevant security permissions. Junk mail filtering can occur at the scanning and indexing stage to ensure that only essential documents are held on the system. For more information on Digital Mailrooms, please contact us on 01483 243630 or at enquiries@eurosoft-systems.com.