The digital transformation of documentary logistics in organizations

Facility Management Magazine

March 2019

Organizations and physical documentation

Until a few years ago, the post offices / couriers of the corporate headquarters, large office buildings or business parks, received a huge amount of mail and physical documentation daily.

Although the volumes of the documentation have been decreasing as a result of digitalization, it continues to be essential to manage these flows in the most efficient way: optimizing costs and adding value.

The Mailroom is the nexus (not only of documentation, also of the small package and every day more of the personal parcel) between the internal and external environment of any organization, and therefore this internal logistics must be fast and secure so that the business dynamics are adequate and the productivity of organizations is not affected.

Therefore, the specialization, the methodology and the development of specific tools will allow an organization to have the optimal service, which must incorporate the latest technological innovations: comprehensive traceability, systems of arrival notices, deliveries in paperless format with digital biometric signature, web access to information, management information, etc.

And the personal parcel service? While the Mailroom has been losing some prominence as we moved towards a more digital society, e-commerce (personal parcel in the offices) has given it a new impetus and now we are in a special framework, in which organizations must assume the impact of the increase of an activity that does not correspond to their business.

Achieving control and reconciling the personal and professional matters without generating additional costs for companies is a challenge that the management experts of mailroom solutions are already facing successfully, through the consensus of business rules with the client, and an online management.

The correct design of the process (which can be complemented with lockers) and an effective management allow to assume the increment of the incoming parcel flow without an escalation of costs, at the same time as it keeps the employees satisfied, conserving the newly acquired “privilege” of receiving personal packages at work

The Digital Mailroom: Physical Environment – Digital Distribution

Can the Mailroom area contribute to the processes of digital transformation that are being undertaken by all organizations? What is a Digital Mailroom?

Although a Mailroom until now made an exclusively physical distribution, a Digital Mailroom transforms the received documents by means of tools of scanning and data capture for its later distribution in electronic format. Taking into account that more than 80% of the documents currently received by any non-industrial structure are susceptible to being digitized, the speed with which information flows within the organization, security and accessibility increases radically.

The Digital Malroom is aligned with the new trends in environments and work spaces, such as the “flexible office” or the “relocated workers”, since the electronic distribution allows the recipients to receive the information in an agile and secure way, regardless of its location, without incurring extra costs (bags, couriers, etc.)

The Digital Mialroom is dual and multichannel

In addition to traditional paper flows, every day organizations are receiving information through other channels and in electronic formats, so the duality and multi-channelity of a solution of these characteristics is essential to be able to integrate and organize all this information, harmonizing both physical and digital worlds of organizations.

Compulsory Electronic Notifications of Public Administrations: Digital Environment – Digital Distribution

If to the difficulty of managing a dual environment (physical and digital), we add that organizations must comply with Laws 39/2015 and 40/2015, the Common Administrative Procedure of Public Administrations, which requires all companies and freelancers to relate to the Administration through electronic means, we are facing a real organizational challenge that affects (now yes) cross-cutting to all areas of the companies: legal, operational, financial, human resources, etc.

The inefficient management of Mandatory Electronic Notices, could result in significant economic and administrative penalties and if we take into account what we are talking about: 8,000 municipalities, 41 councils, 17 autonomous communities, ministries and various public bodies – DGT, Tax Agency, Social Security, City councils, etc. – that use different technological platforms with different levels of compliance, the time spent and the potential risks of sanctions, multiply.

GIO-NEOS, developed by THE MAIL COMPANY, integrates the three main processes and allows organizations enjoy a platform that unifies these processes, synchronizing with a single click the mailboxes of the different platforms, with technical security and direct access to the mailbox with the digital certificate of the company hosted in the cloud, without relying on email alerts and avoiding problems such as spam.

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