A bit late, but a couple of observations...
As noted by someone else, you'll want to be quite careful in setting up
the parameters for what gets scanned. Our firm's mail manager is quite
paranoid about folks in our Mail Services area discarding anything as
"junk mail". (One man's junk, is another man's treasure...) At the same
time, so much of what I receive at work is simply not going to be
scannable -- or would I want it to be scanned. With the holidays comes
a flood of holiday greeting cards -- none of which are records, but all
of which are sent first class mail.
At the same time, we do scan a very high volume of incoming mail
directed to our benefits centers (my firm does outsourcing for quite a
few companies' benefits plans). This mail is always a record and must
be handled within very clear service level parameters. We originate
many of the forms, so the forms come back to us barcoded and ready for
scanning very efficiently. It is also not critical who handles the mail
(as in the particular individual), so long as the mail gets processed.
The inbound mail is sent to particular addresses and only that mail
gets scanned -- but every piece sent to those addresses gets scanned
(so when someone has a personal holiday card sent to one of those
addresses -- as has happened -- the card is scanned and delivered
electronically, sometimes to the considerable embarassment of the
intended recipient.
Scanning here is a huge savings in time and labor -- and we are sure to
have an electronic record available online at a moment's notice.
Patrick Cunningham, CRM
--- Tony May <[log in to unmask]> wrote:
> Hi all
> Has anyone got a business case that supports scanning the mail?
> I have told the powers that be that this is what we need to do to but
> they
> want other examples.
> Thanks in anticipation
> Tony May
> Documents Manager
> Hertfordshire County Council
> Phone: 01992 556 729
> Comnet 26729
>
>
>
>
>
>
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