Emails, invoices, contracts, business forms, purchase orders, correspondence, reports…customers, vendors, partners, competitors, coworkers, advertisers…with countless sources and myriad formats, businesses face a tremendous challenge in processing mission-critical information accurately, and in getting it into the right hands quickly.

The traditional mailroom isn’t up to the job. In addition to being slow—piles of paper are sluggishly, erratically pushed into the workflow, with crucial information being trapped, delayed, and oftentimes lost—the traditional mailroom has no means of processing electronic data.

Email systems aren’t up to the job either, as

paper continues to be the dominant medium for business communications, and

email software classifies all incoming information as simply “email,” regardless of its form or content.

And when a business is spread out across multiple locations with multiple mailrooms and multiple email servers, these countless, unclassified information streams create deluges in which mission-critical information is invariably drowned.

The competitive business is calling out for a centralized solution for all incoming information, a virtual “single point of contact” that can classify and route all incoming correspondence, regardless of its medium or point of origin. Captiva answers the call with the Digital Mailroom.

A Centralized Solution for All Input
Capturing paper documents and forms via imaging solutions (such as Captiva’s InputAcceland FormWare) has shown proven, rapid return on investment, and progressive companies are now looking to expand upon these successes by capturing their entire incoming correspondence streams. The Digital Mailroom is the first resource able to meet this mission-critical need.

The Digital Mailroom provides a single point of entry and centralized processing for all input: incoming paper mail, faxes, email and online communications streams. It is able to automatically recognize and route these documents to the appropriate department or person, and run full auditing and tracking capabilities, which result in reduced operational costs, consolidated system efficiencies, and accelerated business processes for increased customer satisfaction.

The Digital Mailroom is a solution engineered to automate not only traditional mailroom procedures, but also the entire information process, creating a virtual “front door” to enterprise information systems. It is a modular solution; users can employ only the modules they need for their particular needs, and no matter which modular combination is employed, the following benefits will be realized:

Lower operational costs by reducing your dependence on manual processes, both in the mailroom and throughout your enterprise.

Increase the efficiency of your overall workflow by automatically prioritizing and routing mission-critical information.

Improve the accuracy of your information flow, and the accountability of your information systems by initiating high-level tracking and auditing functionalities.

Add to the power of your back-end systems—ECM, ERP, databases, records management—by speeding and perfecting the flow of information into them through system-specific exporters, easing integration costs and chores.

Save time and money by using a centralized, automated input management solution.

How It Works
The Digital Mailroom captures information from paper (which is scanned and made into an image) or electronic sources (such as email), classifies that information according to its content and an organization’s business rules, and delivers that information to a database, email server, workflow, or back-end system.