Digital Mailroom
A tailor-made suite of services and solutions for your individual business requirement.
Enable and support remote working by adapting to the ‘new normal’
With Ricoh’s Digital Mailroom, mail is distributed to all of your staff whether working in the office or at home/remotely. It's a solution that ensures delivery of all mail to the right people, wherever they are. It includes the option of scanning on or off-site and delivering content digitally.
Operational expenditure reduced
Whether physical or digital, processing incoming mail is heavily reliant on personnel whose time could be used more effectively. Ricoh’s Digital Mailroom allows this processing time to be significantly scaled down using a suite of services.
Automation of previously manual processes, along with any additional steps required to input inbound mail data into business systems can also be fully integrated, speeding up processing and transaction times.
More effective use of inefficient space
Office space can be reduced or removed completely with Ricoh’s Digital Mailroom which can be implemented on or off-site, freeing up valuable space to be used more efficiently.
Security and compliance peace of mind
With security and compliance at the heart of Ricoh’s Digital Mailroom, end-to-end encryption is built-in, with messages that are scrambled, only decipherable by the sender and the recipient, ensuring no-one else can see the contents of a message while in transit.
GDPR is also ensured through increased traceability and auditability allowing full compliance and governance.
- Features & benefits
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Main benefits:
- Reduced office space and personnel costs
- Increased efficiency and speed of delivery
- Eliminate risk caused by resource challenges, unforeseen events or capacity issues
- Reduce forward post cost
- Staff productivity improved
- Compliance processes supported such as GDPR
- Implementation in as little as one week
- Business continuity with off-site fail-over from one of our secure facilities
- Options include holding mail until normal operations resume or shredding mail after 30 days
Key features:- Mail and documents digitised for sharing (sort, capture, distribute, delivering critical mail directly and securely to employees’ via email)
- Inbound critical correspondence digitised via your location or Ricoh’s off-site locations
- Option to digitise and utilise employees designated inbox/sFTP
- End to end encryption
- Use of web links and previews to reduce bandwidth usage
- Access to documents controlled with Accept/Reject
- Multi-channel delivery of digital documents and assets (Mobility-pc or smart device)
- Automatically backup and store content using hard copy capture into your systems
- Full text search allows advanced search capabilities
- No changes required to internal IT configurations
- Minimal training required to start using the solution