Inbound mail

How to get inbound mail to your employees 24 hours faster

How to get inbound mail to your
employees 24 hours faster

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Business practices have changed, and today your workforce is increasingly widely dispersed. Meanwhile, inbound mail continues to arrive at a central location. The challenge now is to adapt your inbound mail processes so that mail reaches the right employee, quickly, efficiently and securely.

This is a situation that is costing businesses money, making them less efficient and affecting their service provision. Solutions such as keeping mail aside until the employee next attends the office, or forwarding the post onto them, simply introduce potential for delay, error and cost into mail distribution. Resource-intensive scanning-to-email is time-consuming and also subject to error, resulting in confidentiality and GDPR issues.

Switching to a managed inbound mail service based on digital technology takes the headache away, providing peace of mind that mail is being distributed securely, quickly and efficiently.

Ideal Outcomes

You need to know that information is getting to the right people in your business quickly, so that they can immediately access and action important documents.
You need to know that standards of service are not being compromised by delays in inbound mail distribution.

A managed inbound mail service can deliver the following outcomes:

A secure and efficient business

Fundamentally, that inbound mail is dealt with securely and efficiently - captured, processed and delivered to the right person quickly. This allows high service standards to be maintained, while saving significant costs.

A sustainable business with a reliable continuity plan

Continuity comes from knowing that your legal and confidentiality risks are being managed and reduced, that you have full governance of inbound mail, and that cost and efficiency savings are being realised. A managed inbound mail service also improves your carbon footprint.

Helping you achieve your sustainability goals

Did you know? You can use a single PO box address to help you reduce the number of mail drops for your organisation. We can help your organisation to get set up and start reducing your carbon footprint

The right business process service supplier can achieve these outcomes for you, with a committed focus on the following:

Reducing mail delivery times to employees

Mail can be delivered to employees 24 hours faster by scanning securely and sending a notification to their inbox to download the documents from secure cloud storage. They can instantly retrieve the documents and start actioning them, ensuring service provision to customers remains high. This solution is cheaper, more efficient and more secure than traditional mail distribution, and eliminates the need for floor walkers to handle post.

Comprehensive governance of inbound mail

Mail handling will no longer be ad hoc. You will enjoy automated reporting and a full chain of custody around mail routing. This improves your risk profile against legal and confidentiality breaches, and helps with GDPR compliance.

Facility and Adminstration Managers - are your business critical documents getting to the right people?

We’re helping our customers to optimise their inbound mail process from automation to outsourcing, we can help find the right solution for your organisation.

Sustainability and business continuity

Inbound mail can be delivered to a single PO Box location, instead of multiple drops, helping to improve your carbon footprint. You are protected against legal and confidentiality breaches and can make the most of cost and efficiency savings. By moving away from hard copy documents, you reduce the risk of loss through weather or disaster.

Looking to get inbound mail to your employees
24 hours faster?

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Ricoh has been successfully solving business technology
problems for more than 85 years.

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