If you’re committed to making a meaningful impact on reducing waste, improving labour productivity and supporting a mobile workforce, now is a good time to think creatively about how you manage information and document flow.

As the logistics centre for your organisation, the mailroom is also an information hub – enabling information to be transformed seamlessly and efficiently for use in everyday operations. Converga’s Digital Mailroom adds an extra dimension to our Onsite Mailroom service – providing you with:

• an electronic document management system that will make your information use more efficient than ever before
• cost-effective access to the latest and most productive technology, without the need for capital investment.

The Digital Mailroom service includes:

• mail management: using Onsite Mailroom’s processes and controls, our offsite facility can screen, open and sort your inbound physical mail, and screen and verify inbound electronic mail, messaging and documents. High-speed automated processes are then used to classify, index, extract and route the information to the designated recipients
• digital distribution: using state-of-the-art technology at our Converga Technology Centres, we can:
  • undertake high-speed scanning and imaging at up to 125 pages per minute
  • capture and analyse data
  • enable electronic distribution and workflow
  • export captured data to your core systems quickly and seamlessly
• digital storage and access: using the power of our Digital Storage & Access service, we can provide you and your team with immediate online access to stored documents, files and images
• fulfilment and distribution: with access to the expertise and capabilities of our parent company Datamail Limited (New Zealand’s largest print and mail operator), we can:
  • undertake hand and automated mail-out processing
  • collate, pack, dispatch and lodge larger items on your behalf.

We can also manage your non-core third party suppliers – removing costs from your procurement and finance functions by:

• managing contracts/service level agreements
• monitoring day-to-day service delivery and benchmarking performance
• reconciling, cost-coding and consolidating invoices, including uploading them to your core systems
• paying suppliers and presenting a single consolidated invoice to you for payment
• undertaking tender reviews and management
• providing consultancy services to re-engineer networks, improve processes and reduce costs.

Account management

Your Converga onsite Service Delivery Manager will be responsible for day-to-day mailroom operations and account management. They’ll be supported by an Account Manager, who is in turn supported by our National Operations team. The account management approach will include:

• regular reports on key performance indicators and mail volumes, tailored to your specific requirements
• regular operational meetings and quarterly strategic meetings to keep you up to date on opportunities for development and potential threats to operations
• surveys of key users every six months, using simple and powerful electronic tools.

Want to see how it works? View our workflow diagram.

Download a Digital Mailroom case study.