MAIL HOUSE SERVICES

Our professional team have the expertise to handle all your project needs and help you automate your workflow – you don’t even need to be in the office!

Mail processing is more than simply emptying your post office box and opening envelopes. The information and data provided in each mail item needs to be handled and managed in an efficient way. As scanning specialists, we collect your mail and then scan and extract the data so it is easily catalogued, viewed electronically, and actioned.

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OUR MAIL HOUSE
SERVICES INCLUDE:

  • Collection of physical mail (daily / twice weekly / weekly)

  • Opening and sorting of mail

  • Scanning of mail

  • Data collection and data extraction

  • Upload of data to customer CRM / ERM systems

  • Return to sender processing

  • Output to PDF files

  • Secure delivery of digital mail files

  • Same day banking of Cheques, Money Orders, Cash

  • Secure storage and destruction of paper records

  • Printing and distribution of outgoing mail

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OUR VIRTUAL MAIL ROOM

How it Works

BENEFITS OF OUTSOURCING
AND AUTOMATING YOUR MAIL ROOM

  • Enable employees to work remotely and still process incoming mail.

  • Save your business time and money, reduce costs of staffing and managing a mailroom.

  • Distribute mail when your office is not open.

  • Save space by reducing the office area required to receive, process, sort, and deliver high volumes of paper and handle it all remotely.

  • Strengthen document security and confidentiality.

  • Faster document retrieval – Indexing your documents allows files OCR searchability and retrieval of information faster and more accurately.

  • Increase data accuracy, with state-of-the-art technology and professional team with extensive experience.

  • Eliminate lost or misplaced mail – eliminate human error.

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HOW THE VIRTUAL MAIL ROOM WORKS

DAILY MAIL COLLECTION

Gosford Micrographics and Scanning personnel collect mail from a P.O. Box, Locked Bag or Australia Post depot. This service can be carried out every day, twice a week or weekly depending on the volume of mail and Service Level Agreements you have in place with your customers and internal staff.

MAIL OPENING AND SORTING

​Once received at our scanning facility, mail is opened, sorted and prepared for scanning. The Gosford Micrographics and Scanning team processes up to 10,000 mail items per day. Commercial Letter Opening equipment ensures the most cost effective and timely services are provided to our clients.

 

  • Automated opening of envelopes

  • Categorizing of different document types (e.g. orders, application forms, invoices)

  • Removal of staples, clips and tape from pages to facilitate scanning

  • Identification of exceptions (e.g. return to sender)

  • Incoming mail count for each document type

  • Assign project and batch ID ready for scanning

MAIL SCANNING

  • Mail is scanned and output to PDF or PDF/A documents

  • Envelopes scanned if required

  • Optical Character Recognition (OCR) is applied during the file output stage

  • Scanning in Black and White or Colour up to 600dpi

  • Scanning paper sizes up to A0

DATA PROCESSING AND FILE OUTPUT

Data such as Customer Name, Address, Member Number, Document Type is extracted and output to a compatible format for import into client CRM / ERM systems. Files are indexed in line with client file naming conventions.

DIGITAL FILE DELIVERY

Digital files and data can be uploaded directly to the customer records management system or made available via a secure FTP connection.

BANKING

Gosford Micrographics and Scanning offer daily banking services. Our staff are bound by confidentiality agreements and complete national criminal records checks. This always ensures the security and confidentiality of our clients records.

Cheques, Money Orders and Cash can be deposited into client back accounts within 12 hours of receipt at our scanning facility. Banking reports are submitted to clients for confirmation of all deposit transactions.

SECURE STORAGE AND DESTRUCTION 

Mail is stored at our Scanning facility for up to 4 weeks and securely destroyed once customer approval is received. Longer term storage options of paper records are also available.

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