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Digital

Mailroom

 

ARM Guide to Digital Mailroom

Fast moving organisations in all industries receive and produce significant volumes of data and documents daily from a variety of sources and in many different formats. This wide range of data and documentation (in such wider range) contains information that is directly linked to the company’s profitability, legal compliance obligations, business processes and customer information. Documents often need to flow within organisation for processing, storage, archiving, approval and collaboration with other types of data. Organisations that process such data and documents manually (such as by sorting, scanning, distributing and entering data) are exposed to inefficiency, low productivity and increased risk.

The ARM Digital Mailroom solution acts as the enterprise front door which enables organisations to streamline the capture and collection of data and documents as soon as they are received or produced internally. Documents such as invoices, cheques, general correspondence, purchase orders, remittance advices and any other piece of information are automatically collected from any possible source such as mail (hardcopy), fax, email, network directories etc. These documents are then automatically identified using intelligent technologies and are passed to the appropriate process or department/personnel. Any required meta-data is automatically extracted and validated according to the defined business rules. The solution then delivers the captured image and extracted data to the relevant backend system using a seamless integration.

Not all digital mailroom solutions available in the market are the same and they differ in a variety of aspects. The amount of human intervention needed to maintain the solution and process the documents and data varies depending on the level of intelligence used in these solutions. The ARM Digital Mailroom solution enables organisations to minimise manual intervention and reduce error rates significantly.

 

Gain a Compelling Return on Investment

When too many resources are deployed to handle incoming information and documents, the value of the return on those resources is impacted. Large numbers of organisations still print digital documents (received by email etc.) to enter their data into a manual system. ARM Digital solution does the opposite. The ARM Digital solution allows you to eliminate the unnecessary steps. It converts the paper into digital format so the process of entering data in the backend system is automated. The ARM Digital Mailroom solution allows organisations to free up their resources and to re-deploy them in higher value tasks and roles.

Information is the most valuable asset for most organisations. The ARM Digital Mailroom solution enables organisations to gain more control over their data and documents. Utilising this solution can enable organisations to improve customer service, ensure regulatory compliance and improve productivity and efficiency. Access to a Digital Audit trail is another significant benefit gained by deploying this solution.

 

Solution Components and Benefits

1. Capture

Features and Functionalities:

  • To enable capturing documents and data from email, fax, mail (hardcopy), MFDs etc.
  • To provide a combined centralised and remote capture capability

Benefits:

  • Reduce cost and delay by streamlining the capture of documents from various sources in various formats

2. Classify and Extract

Features and Functionalities:

  • To manage multipage documents and separate them automatically
  • To automatically identify the document categories
  • To extracted data intelligently and automatically
  • To validate the extracted data automatically
  • To integrate with other components and business systems

Benefits:

  • Reduce cost and delay by automatically sorting and separating documents
  • Reduce cost and delay by reducing the manual data entry
  • Reduce cost and delay by reducing the manual validation of information

3. Deliver

Features and Functionalities:

  • To integrate with other components and business systems seamlessly

Benefits:

  • Reduce cost and delay by automatically integrating to any other business system

4. Audit

Features and Functionalities:

  • To digitally track the movement of the documents within the system
  • To provide valuable reports regarding productivity, automation rate etc.

Benefits:

  • Improve productivity and efficiency and reduce errors by identifying bottlenecks and problems which are not normally visible in the process

 

Customer References

SMARTSUPER

Smartsuper is a provider of administrative superfund services. ARM has designed and implemented the Digital Mailroom solution for Smartsuper. This solution enables capturing of documents from various sources in a wide range of formats. Documents captured are automatically divided into different categories and passed to the appropriate process for automatic data extraction and validation. The data and image are then passed to the backend business system for processing.

RT HEALTH FUND

RT Health Fund is one of the oldest and most experienced health funds in Australia. ARM has designed and implemented their Digital Mailroom solution for rtHealth. This solution enables the capturing of various documents such as membership applications and claims from various sources such as mail, email, fax etc. Documents are automatically classified and data is extracted and validated. The data and image are then passed to the backend business system for processing.

How can we help?

Contact
Tel:  (02) 9957 1507
Fax: (02) 9954 1878

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