• Mailroom - Managing the mailroom

        • David Hymers, Chairman of Totalpost Ltd explains how outsourced mailroom services can help businesses reduce cost, as well as provide additional security.

          Meeting business’ challenges around processing mail is about combining the right mix of mailroom products such as X-ray screening systems, franking machines, letter openers and folder inserters - and services, including mail management, security screening, business continuity and disaster recovery.

          For many organisations, there comes a point when managing the mail can become a time and cost-intensive process. More and more are looking to leverage the benefits of a wide range of outsourced mail room services that can help them better manage resources, improve productivity and efficiency, as well as mitigate any risk of receiving a mail threat.

          There is no escaping the fact that the mailroom is a critical point of vulnerability within an organisation. Postal threats are one of the most common types of criminal attack on organisations and tightening up security should be front and centre for all. At the very least, incoming mail should be visually inspected and staff trained to look for anything suspicious. For those companies facing an increased risk of receiving a mail threat, then it’s essential to utilise X-ray screening systems.

          What we have seen more recently within both the corporate and private sector, is a desire for mail to be screened prior to arriving at clients’ premises – in direct response to this, we launched an outsourced mail screening service.

          Mail is diverted either via Royal Mail or courier to one of our processing centres - we receive mail on the same day as the client would have received it, it’s promptly screened and delivered back to them pre-cleared - same-day or the next-day. As an additional service, we can also digitise mail pieces and seamlessly integrate these into clients’ workflows, which brings additional efficiency and cost saving benefits.

          Another way to save money and resources is via Totalpost’s returned mail service. Organisations that use this service display the return address as a central returned mail sorting centre. Totalpost receive the returned mail and record which items have not reached the intended recipient and the reason given for why it is returned. Data is captured to meet the clients’ needs, such as customer details or unique barcodes, and this allows the business to keep their customer data up to date, reducing paper and mailing wastage.

          Totalpost also provides an end-to-end mail management and processing package for businesses whose internal operations are affected by staff shortages, business peaks, technical or software failure, or emergencies such as fire and flooding.

          These business continuity and disaster recovery services are flexible, we can either seamlessly restore clients’ business operations at one of our own well equipped operations centres using back-up data and technology; minimising disruption, maintaining service levels and ensuring that a client’s reputation and bottom line are safeguarded. Or alternatively, we can move equipment to their premises enabling them to resume operations as quickly as possible.

          For more information visit www.totalpost.com

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