Solution
Document management and digital mail processing
Process physical mail, emails, scans and other administrative documents digitally with ImageCapture.
The software digitises and automates the processing. Data is recognised and each document goes to the right workflow and the right file.
From incoming mail to the right place
Incoming mail reaches your organisation as physical documents, emails, scans and digital files from different locations.
With manual mail processing, files easily stay behind in mailboxes, separate folders or physical archives. That leads to searching, duplicate storage and delays between departments.
With digital mail processing, physical and digital documents are received centrally, recognised and sent through specific workflows to the right employee, department or file.
Process physical and digital mail
Paper documents are scanned. Emails, PDFs and attachments can be processed digitally straight away.
Recognise information automatically
ImageCapture reads key data from digital and scanned documents.
Route through fixed workflows
Each document goes to the right employee, task, department or business process.
ImageCapture:
from mail processing to digital document management
Document management starts when a document arrives. ImageCapture recognises the document type, captures the current information and determines which processing is needed. Employees only check where necessary.
This keeps information flows organised and the right documents easy to access in your existing software.
Which types of documents can you process?
ImageCapture can be set up for a range of physical and digital documents. The configuration is tailored to your systems, specific requirements and functional and technical needs.
Mail and correspondence, such as letters, notices, memos and other incoming mail
HR documents, such as personnel changes, statements, forms and meeting reports
Meeting reports, such as customer, employee and project reports
Forms and requests, such as application forms, registrations, changes and completed PDFs
HR documents, such as personnel changes, statements and appraisal forms
Relationship documents, such as correspondence, agreements and customer data
What does digital document management actually deliver?
Documents no longer get stuck in mailboxes, folders or in-trays. With ImageCapture they are processed faster, found more easily and linked directly to the right process.
Less manual mail processing
Incoming mail processed faster
Fixed workflows per document type
Less searching between departments
Less paper and fewer loose files
Documents easier to find
Digital archiving in the right file
More control over business processes
Digital mail processing in 6 steps
Recognise
Extract
Check
Route
Success!
Import
How does AI help with smarter mail processing?
AI helps ImageCapture recognise different document types, layouts and data more flexibly.
This helps AI automate document classification further and send incoming items to the right workflow or file faster.
Employees stay in control of the recognised information and the final processing.
ImageCapture integrates with ERP, CRM, financial and case management applications.
Data on contacts, employees, suppliers, projects and orders is used to process and store files correctly.
This prevents separate information flows and duplicate entry. Your existing systems stay leading for master data, authorisations and further business processes.
More than digital document management.
Invoice processing
Order confirmation matching
Automatically check whether suppliers confirm what was ordered, before discrepancies only surface on the invoice.
Contract management
Manage contract data, agreements, terms and actions from one controlled process.
Frequently asked questions about document management and digital mail processing
Hide first
What is document management?
Document management is registering, organising, storing and retrieving documents digitally.
ImageCapture supports document management by recognising, indexing and routing incoming items and linking them to the right file or business process.
Efficient document management reduces searching and manual processing within the organisation.
What is digital mail processing?
This covers physical mail, emails, attachments, forms and scanned documents. After recognition, the document goes to the right employee, workflow or file.
This automates manual mail processing further.
What are the benefits of digital document management?
Documents are less often scattered across mailboxes, separate folders, physical archives and different locations.
Central processing improves efficiency and keeps current information easier to access.
How does metadata improve document searchability?
For example document type, date, supplier, customer number, project number or subject.
This data makes it easier to find the right documents later in the connected system or digital archive.
What is a document management system?
A full DMS can also support access control, version control, collaboration, retention periods and joint editing of files.
ImageCapture focuses mainly on the automated processing and integration of incoming documents.
What is the difference between ImageCapture and a DMS?
ImageCapture mainly automates the processing at the front end: receiving, scanning, recognising, indexing, checking and routing.
After that, documents can be stored in an ERP, CRM, case management or document management system.
How are physical mail and paper documents digitised?
ImageCapture then recognises the document type and reads the relevant information from the scanned documents. Each file then goes to the right destination through a fixed workflow.
ImageCapture is not a physical mail service or an external scanning service.
How do automation and workflows work in mail processing?
The software can use information such as document type, supplier, customer number, project or subject.
Workflow automation speeds up document processes and helps prevent items or approvals from being left waiting.
How are digital mail processing and other systems integrated?
Available data is used to link documents to the right contact, supplier, order, employee or administration.
This integration limits duplicate entry and connects document management with existing business processes.
How do digital archiving, retention periods and version control work?
Retention periods, access control and extensive version control are usually set up in the connected ERP, DMS or archive system.
Good document management can support compliance with internal agreements and regulations, but does not in itself guarantee full compliance with the GDPR, archiving legislation or other regulations.
Schedule a demo of digital mail processing & document management
Leave your details. ons or one of our specialists will look at how you can process physical and digital mail faster and manage information better.
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