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Mail Registration System

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Mail registration is the process by which incoming and outgoing mail achieves the characteristics and classification necessary to pass to its corresponding treatment. This serves both for digitalized written correspondence and for electronic communication. In this way, emails, like an incoming invoice, are inserted directly into the correct workflow, for example, for approval and payment. The documents that are sent can also be followed based on the registration of their characteristics and the date of shipment, even if they are no longer physically in the company.

The email log is increasingly digitized

Originally, all mail management is done by the secretarial employees of a company manually. They analyzed incoming mail and passed it to the right person or department. They were also responsible for directing outgoing mail flows " both internal and external ", causing them to be registered and sent correctly. In this way, the company had control over the invoices sent or requests for information " Request For Information, RFI ", for example.

Today, the method of registering mail hasn't changed in itself, but has undergone a variation. Companies are receiving more and more digital mail such as emails, electronic invoices, web forms and messages through WhatsApp and social networks. In addition, there are great possibilities to limit manual secretarial work. Many companies strive to work on it as much as possible, or even without paper.

What systems support the registration and distribution of emails?

The mails are documents, therefore, it's logical that the document management system handles the postal record. Those companies that digitize their physical mail can consult the information they contain within the document management system. The advantage here is that the system not only records and sends the data " personal, owner or person in charge of the document, subject, recipient, etc. ", but also stores the data of the documents. In this way, incoming emails " both scanned and those that entered digital format " get metadata immediately. the metadataThey are automatically filled in with email. If mail can be scanned manually or automatically, it depends on if done with a normal scanner or an optical character recognition " OCR, Optical Character Recognition ". In the case of the OCR, metadata is added automatically when the OCR recognizes an established field to get the metadata out of there or with deep learning.

With the help of metadata, the same system is responsible for introducing them into your workflows. This simplifies the email route by sending it to the right person, department or digital file. The functionality that's responsible for this task is also known as digital mailroom.

The mailing is done the same way but vice versa. Documents created or managed with the document management system can be sent immediately from the system itself to the corresponding person. In many cases, you can choose the channel " the most popular is still the e-mail ". In addition, many document management systems are also connected to the CRM " Customer Relationship Management ". In this way, they can offer a "digital mail book". The record immediately clarifies what it's related to or to whom it was sent and when. The system can also work towards the future and list the tasks for correspondence.

In addition to the document management system, there are also other systems that handle mail registration. Generally, the mail register is also part of a larger ERP system, or a document management module within this type of systems. Companies in which files are created primarily around a client, in turn, often choose to handle mail registration directly within the CRM system.

Legal requirements for the digitalization of correspondence

A paperless office is the dream of many employers and workers. However, a great doubt is the legal validity of the scanned documents. Often, there is a good reason to prepare and send paper mail. The firms don't always have the same legal validity, watermarks are difficult to copy, and some documents must still kept on paper until today. The retention of these physical documents is due either to the company's internal policies or to the laws of the state to comply.

A strictly structured document management system helps companies put them on the right track to eliminate paper mail. For example, when the system complies with ISO standards, such as ISO 23081 for metadata, companies can be sure that their scanned documents are also legally valid. Also important are strict authorizations and access controlsfor employees, monitoring the creation of documents and archiving files or the destruction of documents in accordance with legislation and regulations. If all the guidelines for the sector are met " pay attention to the corresponding regulations for your specific sector ", you can proceed to the destruction of paper mail.

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