ORS – Your UK based Outsourced Mail Processing partner 

Over the past decade, some massive investments have been made in various IT solutions, for the purpose of making business documents and data handling more efficient. However, in most organisations, the mail room is still the bottleneck that prevents complete success.

Your Mailroom staff must analyse each incoming document or piece of data to try and determine the correct destination, person or department, to effect physical distribution as efficiently as possible.

At the interim destination, other staff may need to examine the document, as well, in order to determine the correct recipient and or actions required. This is then followed by another round of distribution.

At the final destination, often a highly skilled person has to spend time entering the document or data into the relevant back office solution, for example a workflow, CRM or Finance system. This process diverts valuable competence from the core functions of your business.

ORS Correspondence and mail processing services

With an ORS mail processing solution, you have one UK ‘outsourced’ entrance for all of your incoming business documents. Whether paper, faxes or email, they all pass through the same system, to be scanned (if paper), classified, sorted and distributed to the appropriate destinations.

The result is fast, accurate delivery of all your business critical information, whilst allowing your staff to focus on the day to day core functions of your business.

Efficiency increases when each document is distributed correctly and prioritised according to business rules. Your business processes gain significant improvements when fed with key data and digital images.

Fast access to online status and audit trail information gives you better control over your information flow. And smooth integration with target systems such as ERP, CRM, databases, archiving and email servers really powers your business processes both internally and externally.

ORS mail processing services mimic the actions of your current post-room, reading, sorting, categorising and distributing mail and data items around your business as electronic files to target systems within your organisation.

How the service works

As an ORS customer, your business will be provided with a dedicated PO Box, secure FTP site and encrypted email address managed by ORS.

All of your incoming mail is then redirected by you to this PO Box and all data to the FTP site or email address.

All of your incoming mail items are then put through the following process steps before the images and data are returned to you in line with your business requirements;

• Your post items, emails or electronic data are received via the ORS Mail Processing Services (PO Box, FTP or email)
• These items are security screened via x ray and sniffer devices (excluding electronic data)
• Post items logged onto internal Job Control system – listing number of mail items received
• All exceptions such as Parcels, Magazines etc are recorded before arranging return to your organisation
• Items then opened and document types sorted into your defined applications
• All envelopes are reviewed to ensure that they are empty and then retained
• Mail items then prepared for scanning stage
• Relevant Batch Headers, Bar-coded Headers or separator sheets are introduced to each batch
• Items are batched and passed to scanning for image conversion
• Items are then scanned and all headers removed
• Your scanned images or electronic data are then passed through our mail processing workflow solution
• Your images are classified to department and document level before being processed through our intelligent sorting and data capture software looking at structured and unstructured data extraction
• Images are then either sent for manual data entry, or data is captured through the use of OCR, ICR, Invoice or Forms recognition templates.
• Captured Images and associated index data is then passed through the QC stage
• Images and data are then prepared for return to you via 
• �
  • TRNG encrypted media
  • Secure FTP transfer
  • Point to point transfer via ‘Connect-direct’
  • Loaded into your current systems such as EDM, ERP, CRM, Housing and Finance.

Who benefits of an Outsourced Mail processing solution?

Any business can benefit from increased efficiency in outsourcing the handling and processing of all correspondence, including;

•  Social Housing
• Public Sector
• Healthcare
• Utilities
• Business Services
• Insurance
• Retail
• Telecommunications
• Travel
• Energy Organisations
• Emergency Services
• MOD

Obvious Business Benefits

ORS will automate your post and mail room processes with data capture, classification, sorting, and distribution with a full understanding of your documents which will improve not only your front end business efficiencies but all subsequent processes along with the following; 

• Lower operational mail processing costs by up to 75%
• Increased efficiency in all business area’s by instant and correct distribution of each document
• Substantial increase in workflow efficiency
• Reduce your data entry costs
• Reduce your data entry errors
• Speed up your processing times
• Improvements in your staff productivity
• Significant increase in customer service levels
• Remove the risk of document duplication or loss
• Reduce office space
• Support for early archiving of all incoming documents
• Be provided with an offsite disaster recovery provision

The ORS mail processing services provide you with the assurance that the returned data is accurate and can be used to drive required business processes.

Many current ORS customers use this provided data to drive their back office systems, allowing their business processes to be driven without the need for any manual intervention.