Digital Mailroom and Digital Intake Services
Our turnkey solution can be implemented within 4-6 weeks.
Business continuity and regulatory compliance have become a priority in today's challenging business environment. At Canon, we are deploying Enterprise Digital Mailroom solutions that can enable you to better navigate the hybrid workforce, improve response times and gain visibility and insight into the mail your company receives.
Digital mail, the latest evolution in managing incoming and accountable business mail, can move your organization into the forefront of mail center efficiency, security and safety. Our system allows for the consolidation of physical and digital correspondence into a single process flow.
- Speed: Our friction-free document workflow and processing can quickly generate productivity gains by cutting time from paper–based processes. The system can go live in 4-6 weeks.
- Simplicity: Because our system does not require code, it can be implemented with minimal disruption. Your teams can work anywhere on any device, and our user-friendly system requires minimal training to go live.
- Security: Our digital mail system can reduce risk of loss, fraud, failure and penalty.
- Scalability: Canon’s agile architecture allows you to grow at your own pace with no constraints on volume.
Canon offers a turnkey solution that includes mail center staff, digital mailroom system and installation, imaging hardware, mail processing workflow design based on Six Sigma methodology, customer service support and comprehensive reporting.
How Does the Canon Digital Mailroom Process Work?
Mail arrives at a Canon Business Processing Center or your mailroom for processing. Return mail can be processed as well for address corrections, review or storage. (Mail types can include USPS, Email, Accountable and Interoffice.)
We open, sort and process your mail based on established business rules, class of mail, department, and envelope markings.
Mail is scanned and information validated for distribution via the Canon portal to the assigned users.
Users begin reviewing the mail. You can download, request physical delivery, forward, and direct the final disposition. The mail can be added to an established workflow, deleted or archived.
Actions are performed for physical document delivery, retention, or destruction. Digital image retention is based on your business rules. Audit reporting and abandoned mail alerts can be established.
Why Canon's Digital Mailroom Solution?
Digitally Transform Your Mailroom
Law Firm Improves Workflow and Eliminates Overtime With A Digital Mailroom
How a Digital Mailroom Solution Can Help Your Business
Enhance Your Compliance Protocols with Canon Digital Mailroom
Mail Security and Compliance
Our digital mail and scanning centers adhere to stringent security standards, ensuring the security of mail for highly regulated organizations. We have achieved a PCI DSS Level 2 Service Provider SAQD certification, and our Digital Mail platform consistently attains SSAE-18 SOC2 Type attestations.
Digital Mailroom Service Models
Canon rightsizes and manages the staffing and technology and can integrate with your data management systems.
Canon manages incoming mail at our business processing centers.
Scan and distribute mail using Canon's SaaS model and implementation team.
Canon Has Been a Trusted Outsourcing Provider for More Than 40 Years
Canon’s Secure Business Processing Centers Can Be a Game Changer for You
Canon offers a solutions delivery model that is flexible with onsite, offsite and offshore capabilities based on your requirements and specifications. Our U.S. based processing centers can deliver a secure, data capture and document scanning operation to jumpstart your automation initiatives. Canon helps clients reduce their footprint while streamlining processes all while providing robust security protocols through the support of our SSAE-SOC2 Type II assessed applications.
Integrate Digital Mail with Existing Business Systems
Connect data and information gathered from digital mail with your business systems. A digital mailroom can integrate with your CRM, Human Capital Management (HCM) system, Enterprise Resource Planning (ERP) software, and other data management systems, driving efficiencies across your organization.
Digital Transformation Begins With Digitizing Business-Critical Documents
Ensure Business Continuity and Maintain Operations
Businesses can face strict penalties for failing to respond to inquiries on time. Depending on the type of claim as a result of audits, businesses can face financial penalties, loss of licenses, etc. In addition, failure to file legal documents can result in loss of case, large monetary loss and depending on the type of documentation, can even result in jail time for the principle of a business.
Power cuts and natural disasters, including hurricanes, floods, and earthquakes, pose significant risks to business continuity. These events can disrupt a power supply, damage hardware, and disable communication channels, leading to extended downtime. Comprehensive business continuity solutions could include backup power solutions to ensure uninterrupted operations during power outages, as well as robust data backup and recovery strategies to safeguard critical data in the event of natural disasters or other disruptive incidents. Digitizing these documents can significantly reduce the chance of these losses.
We can assess your needs and goals and help you achieve them in the most efficient and cost-effective way.
"The Canon Digital Mailroom Solution is a first step in your digital transformation journey. We provide a scalable tool to enhance your business processes and help you deliver an improved customer experience. By taking all incoming mail and digitizing the documents, you can reduce paper usage and human error associated with physically routing documents and store data in a singular, secure environment."
David
Innovation Director