ISO and Government Approved Digitisation Specialists

CASE STUDY:
MAIL HOUSE SERVICES,
YOUR DIGITAL MAIL ROOM
SECURED DAILY MAIL COLLECTION, SORTING AND DISTRIBUTION

BACKGROUND & THE NEED

The Goodman Group is an Australian integrated commercial and industrial property group that owns, develops, and manages real estate. Their properties include warehouses, large scale logistics facilities, businesses, and office parks globally. 

As businesses review their operations and continue to offer flexible hours, particularly highlighted during the global pandemic, some areas of the business were faced with challenges with staff being required to attend the office due to their daily tasks. 

As Goodman is such a large organisation and receive an abundance of weekly mail, a digital mail room became a paramount decision.  

THE CHALLENGE

From mid 2020, Goodman implemented a decentralised workforce model to allow “work from home” and remote working for select head office personnel. At the same time, Goodman’s Sydney CBD office was in the process of relocating to a new premises in Rosebury. To ensure the incoming mail was being collected and distributed within the business, some Goodman staff, although working from home, were still required to commute to the CBD 3 to 5 times per week just to collect the mail.

Goodman needed to engage with a partner who offered a tried and tested Mail House service with the capability to ensure secure collection, open and sort the collected mail, scan the various mail paper documents, data process and file output to deliver the digitised mail pieces to the correct staff member using the required naming conventions.

KEY CHALLENGES

Secure Collection and timeliness of Mail each week from PO Box located in the CBD.

Ensuring all scanned mail pieces are quality controlled and scanned as PDF Files.

Data such as Customer Name, Address, Invoice Number, Supplier Code, Document Type needed to be extracted and output to CSV format to assist with agreed file naming conventions.

Media File Delivery to the correct staff members to ensure no mail piece causes workflow issues within the departments and delivered the next business day after collection, no matter their location.

THE SOLUTION

Scan2Archive was able to provide Mail House Services to alleviate the need for staff to collect, sort and distribute the daily mail.  Our wide range of services and being a local digitisation specialist with ISO Certification Quality certified to ISO 9001:2015 standards allow us the breadth of capability to offer such an all-important service.

We are an extension of their business with our Mail House Services providing them the safety and security in the knowledge their all-important mail pieces will be collected, sorted, digitised and distributed to the correct team member, effectively becoming their digital mail room.

Scan2Archive provide the Mail House Services for an end-to-end solution which included the following key areas:

  • Collection of mail 3 times a week from PO Box located in CBD
  • Mail Preparation Process:
  • 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/magazines)
  • Incoming mail count for each document type
  • Assign project and batch ID ready for scanning
  • Mail is scanned in 300dpi colour and output to PDF File per mail item
  • Envelopes scanned if required
  • Optical Character Recognition (OCR) is applied during the file output stage to allow documents/files to be easily searched and retrieved once transferred to the intended staff member.
  • Data Processing and File Output
  • Data such as Customer Name, Address, Invoice Number, Supplier Code, Document Type is extracted and output to CSV format.
  • Files are indexed in line with agreed file naming conventions.
  • Digital File Delivery of Mail with Speed and Accuracy
  • Digitised mail sorted into categories for each department and emailed to nominated recipients for the departments, Digitised mail available by close of business 1 working day after collection. (i.e. Mail collected Wednesday, available for download on Thursday.) - Secure destruction or return of mail (pending customer approval)
  • 3 months’ secure data storage

Contact our professional team today and discuss how we may assist your project needs