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Digital Mailroom Service

Automate and accelerate traditionally manual mailroom processes with intelligent capture and data processing, resulting in lower costs and better access to critical business information.

Xerox Digital Mailroom: Mail Made Easier YouTube Video

Handling physical mail and correspondence the old-fashioned way — manually — is a tedious task. It can hurt how you conduct business or communicate with customers and suppliers.

We can help you improve inbound mail processing. It starts with identifying the “high-value” mail. Then we help process information contained within this mail to meet business demands downstream. By tying incoming mail and downstream processes together, you streamline the way critical business information reaches decision makers.

Digitise documents and physical mail.

Xerox’s Digital Mailroom Service moves companies beyond simply sorting and scanning mail to an intelligent system that digitises information from all communication sources. Leveraging Xerox® DocuShare®, one of the most flexible, easy-to-use content management 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.

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. 

Information coming from a variety of sources is electronically captured and classified. Our digital mail service can send notifications to key stakeholders if information is incorrectly classified or missing. The file is routed for action or review only if the required information is correct. Tasks and decisions are now completed with information at the point of need ensuring critical data that comes into the business reaches the right person.

The benefits of our digital mailroom solutions are obvious: greater productivity, lower costs and better access to critical information.

  • Speed up processing of all forms of incoming business documentation, whether paper documents or digital.

  • Improve decision-making with up-to-date and accurate information.

  • Boost productivity and reduce response and mail delivery times. Review and take action on mail pieces from anywhere.

  • Support corporate policies and compliance with traceability and records management.

  • Allow flexibility: on-premise or cloud delivery, perpetual or subscription pricing, managed service or self-managed.

Digitise your inbound mail process and start distributing information to key stakeholders in your organisation.

The mailroom is ripe with opportunities to transform manual document processes into efficient, seamless digital workflows. The Digital Mailroom solution provides your organisation with incredible new ways to process incoming mail, improving collaboration and decision-making.

Xerox® Digital Mailroom Service includes:

Intelligent Capture: Capturing information systematically from multiple sources. Scanner capture hardware that scans inbound physical mail and capture software that receives digital documents.

Robotic Process Automation (RPA) and Artificial Intelligence: Enabling processes to flow in a reliable, repeatable and efficient way. Automation of repetitive process activities with orchestration provided by bots, critical data extraction and document type identification.

Parallel Processing: Performing more than one activity at the same time, such as finding relevant data and responding to requests, multiplying processing capacity.

Content Management: Using a data repository that receives data files from the processing software and ensures traceability. Managing the storage, retrieval and retention of documents.

Professional Services: Helping with the installation and configuration of the solution, including technical support, process development, training and documentation assistance. On-site personnel to manage the solution daily, if needed, and leveraging off site xerox centres, where available. Off-site centres include people, process and technology to transform business processes, leveraging our workflow management, workload orchestration, operations analytics, reporting and skilled workers.

Learn more about using intelligent capture and data processing to automate and accelerate mailroom processes.

Contact Us

View Digital Mailroom brochure

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Xerox Hybrid Mail Service

We make it affordable and easy to compose, manage, cleanse, print, insert, stamp/frank and post mail for you. 

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Case Study: Global Claims Management Co. Goes Paperless

Xerox re-engineers the mail room at a global claims management company to help them move to a paperless office.