Digitization Of The Mailroom In Public Authorities

The processes in German authorities are to become digital and efficient. The first step in this direction is the digitization of incoming mail. This promises decisive advantages, such as faster processing of customer enquiries, better availability and retrievability of documents, and increased productivity at reduced costs. In addition, a digital solution makes it easier to comply with data protection and legal requirements.

However, for the investment to bring about these improvements, a few important criteria should be met. We have summarized these for you in this blog post:

Processing a heterogeneous stack of documents

Public authorities in particular deal with documents of various sizes, thicknesses and formats on a daily basis. Accordingly, the scanners should be able to process a heterogeneous stack of documents without any problems. An important point here is intelligent document protection with ultrasonic technology in the scanner, which detects and prevents double and incorrect feeds and paper jams before they occur. Ideally, the device should also have a metal staple detector that identifies staples and paper clips and prevents them from entering the scanner. This not only avoids damage to the scanner and documents, but also reduces downtime.

Intelligent sorting functions

Since mail rooms have to process a wide variety of document types and processes at the same time, scanners with intelligent sorting functions make work much easier. Once configured, the devices can output separator sheets separately, for example, making them reusable. This not only reduces costs, but also saves paper and thus protects the environment.

High image quality is the be-all and end-all

Whether you are scanning documents for archiving or for further processing, high image quality is essential! When archiving, the TR-Resiscan specifications must be observed, which, among other things, require good document legibility. In addition, good image quality is the basis for a high OCR reading rate (optical character recognition), which is definitely desirable! The more precise the character recognition, the more effectively downstream automated processes can work. In addition, the retrievability of documents is significantly improved.

High security standards

Besides the TR-Resiscan, there are other legal requirements that must be met. The most prominent example here is probably the GDPR, which requires “appropriate technical and organizational measures” to comply with it. When choosing your scanner, you should therefore make sure that it has both good image quality for replacement archiving and document protection features themselves. Furthermore, it should be ensured that the documents are protected against unauthorized access and manipulation. Accordingly, a scanning workstation with access and access controls is recommended.

Easy operation of the devices

Complex scanning processes at the touch of a button? With the right software, this is no problem. Kodak Alaris, for example, offers the option of executing recurring and multi-stage scanning processes at the touch of a button with its included, free Smart Touch capture software. This automates routine tasks and minimizes manual effort, allowing you to further increase productivity in the mailroom.

Try before you buy!

All that glitters is not gold. No matter how promising a scanner may be, is it suitable for your requirements and how smoothly does it work in practice? Get to the bottom of these questions before you buy by thoroughly testing the scanner in a real-world setting.

Drive automation with a capture solution

Scanning and distributing documents or filing them in a folder is just the beginning. An intelligent capture solution can do so much more. It can automatically recognize and classify documents and extract content. It ensures seamless integration into downstream systems and offers a high degree of automation. This increases efficiency and security. The latter is also an important aspect for compliance with the GDPR, because it requires traceability. And that's something a capture solution should also make possible, recording who scanned what and when. Read here to find out what selection criteria you should consider when investing in a scanning solution.

Reduce risks

All of the above points are aimed at increasing productivity in the mailroom. But even the most robust scanner can fail. With the help of skilled technicians, these problems can be quickly solved and downtime minimized. Before you buy, check what services the dealer or manufacturer offers. A readily accessible hotline and a fast response time if a technician is needed on site are particularly important here.

Decentralized at the individual workstation

Particularly in public authorities, paper documents do not only enter the company via the mailroom. Many documents can accumulate, especially in direct customer contact. In this case, a decentralized solution is recommended, with scanners directly at the individual workstation. Kodak Alaris offers compact desktop scanners that can also be equipped with a special flatbed for passports. This allows you to stay in touch with the customer and digitize in seconds.

Further information at www.Kodakalaris.com

About the Alaris division of Kodak Alaris

Kodak Alaris is a leading provider of information capture solutions that simplify business processes. We exist to help the world make sense of information with smart, connected solutions powered by decades of image science innovation. Our award-winning range of scanners, software and services are available worldwide, and through our network of channel partners. For more information, please visit Kodakalaris.com and follow us @AlarisWorld.

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