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Digital Mailroom

Our Digital Mailroom and Mail Solutions offer paper mail conversion services to reduce our clients' high volume costs. Receive mail securely and instantly.

 

Canon's digital mailroom services are managed by Converga New Zealand, a division of Canon. Digital Mailroom is a secure, fully outsourced service for managing your business’s mail processes. Requiring no investment in infrastructure, hardware, or software, Digital Mailroom swiftly alleviates the burden of disrupted mail services and ensures companies and team members continue to receive mail, even during these rapidly changing times.

How Does It Work?

A Digital Mailroom is a service by which Converga manages the reception, distribution, and digitisation of an organisation's communications.

The Digital Mailroom service collects mail and courier items on behalf of your business, then scans, classifies, and distributes according to preset rules you establish. Our services can streamline your existing mailroom, or you can transfer your entire mailroom operations to a secure Converga Technology Center - the option is yours.

For faster delivery than standard mail can provide, our Digital Mailroom services can open and digitise correspondence to route it to a workflow for the intended recipient. You can add additional services in which we reroute mail to other recipients or reroute and deliver magazines and parcels to a physical address while adhering to your business’s compliance policies.

Digital Mailroom
Why Implement A Digital Mailroom?

Consider the current limitations and struggles you have with your mail services. You may experience limited or delayed access to mail and packages, an inability to retrieve filed mail, errors and delays associated with the manual handling of mail, and security issues required by privacy policies. Each of these can be exacerbated when implementing a distributed workforce.

Why Use The Digital Mailroom.
Getting started with Digital Mailroom

Begin with a small piece; something as simple as a mail digitisation service. Then look at building on that solution in order to further improve Return On Investment through a phased investment approach within a broader strategic initiative. Digital mailroom represent a foundation-setting process change that can add value beyond just inbound mail digitisation and distribution.

Implementing Digital Mailroom to future proof your business

As the world continues to understand and see the full human impact of the novel coronavirus, COVID-19, businesses are faced with more immediate concerns. The pandemic has disrupted third party services such as courier and transport services. Without the ability to receive and process physical mail, companies risk disrupting everything from invoicing workflows, to cheque processing, to the completion of critical forms and applications. Digital mailroom services can alleviate this burden and they can be deployed swiftly to prevent companies from falling further behind in these rapidly changing times.

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Implementing Digital Mailroom During Covid-19
Case Studies
Precinct Properties

Canon And Converga were able to successfully manage inbound and outbound mail and couriers on a daily basis for Precinct Properties.

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“We haven’t looked back since engaging a digital mail service and we now see it as an integral part of our head office administration processes. The service provided by Canon has been reliable and was easily integrated into our existing mail distribution process. Ease of communication with the Canon team has meant any day to day queries are responded to quickly and effectively. During this time of uncertainty, it is reassuring to know that our head office mail team can continue to function effectively even during Level 3 and 4 lockdowns.”Debbie Chapman, Office Manager, Ryman Healthcare Limited
Frequently Asked Questions
  • Does Digital Mailroom handle emails too?

    Yes. Digital Mailroom has the capacity to ingest both physical and digital documents. The solution can extract meaningful data, images, and attachments from emails and distribute these the appropriate recipient as would be the case for a physical mail item.

  • Will Digital Mailroom deliver packages to our remote workers?

    During the implementation of your Digital Mailroom, you can define addresses authorised to receive packages. These can be satellite offices, branch locations, or home addresses.

  • Is Digital Mailroom secure?

    Security is our top concern when it comes to providing mailing services. Our proprietary application is cloud-based with a level of protection unsurpassed in the industry.

  • Our entire staff is remote, can we have all our mail delivered to Converga for processing?

    Our Digital Mailroom services are available as a complement to your internal mailroom or as a wholly managed service from a Converga Technology Center.

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