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How to meet Public Sector Digital Targets with a Digital Mailroom

Paul Moonan, Managing Director at Restore Scan, highlights key ways in which the implementation of a digital mailroom can bring cost savings and efficiency benefits to Public Sector organisations under pressure to digitise.

Triggered by a Government commissioned digital efficiency report in 2012, which concluded that it was possible to save up to £1.8 billion per year by going ‘digital by default’, the public sector is now striving hard to meet the challenges of making the UK digital by design from 2020.

Early digital adopters, like the Ministry of Justice, are already reaping the efficiency and security benefits of digital systems and are reducing historical reliance on physical documents, but many more organisations still need to follow their example.

However, the size and complexity of public sector organisations, increased data volumes, growing security risks, and more Freedom of Information requests, all mean that  there remains a lot of work yet for the public sector to meet its digitisation targets within the timescale set.

The arrival of posted mail is the start of the paper mountain which has to be managed on a daily basis. Dealing efficiently with post, where there can be multiple buildings across various sites, can be time-consuming for any internal mail system. It can also be a weak point in the information security chain with the on-going risk of important documents going astray.

By turning to advanced digital mailroom technology, companies are able to rationalise their information delivery. An automated mailroom with document scanning and digital mail delivery to the correct person, or department, results in the physical movement of paper being virtually cut out of the process. Important documents are assimilated into an efficient data management workflow solution with vital information being quickly processed and accessed.

Restore was recently tasked with creating a digital mailroom for Stoke on Trent City Council to support its ‘paper lite’ policy. As a consequence of its digitisation of inbound communications, and the intelligent use of the right technologies, Restore was able to implement the tracking, identification, categorisation and capture of received information.

Some of the tangible benefits the transition brought included: improved efficiencies in handling and response times, reduced mail handling costs, better mail prioritisation, better channelling and control over communications, more effective information sharing and of course a reduction in paper usage.

The council was delighted with the improvements it was able to make and revealed that pre-project, the delivery process used to take three people all day to deliver their post, afterwards two people did it in just half a day.

Allowing firms with proven expertise in digital document management solutions to advise and install efficient mail systems would speed public organisations along in meeting government targets. Not only would they end up with a first-rate digitised document management system, but they would have more time to spend on other vital projects.

You can also read the article in Public Sector Focus online edition:

 http://flickread.com/edition/html/index.php?pdf=58aec497b4285#47

 

 

 

 

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