Handling of Incoming Mail - d.velop AG
Handling of Incoming Mail - d.velop AG
Handling of Incoming Mail - d.velop AG
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dbs | incoming mail handling<br />
digital business solution<br />
<strong>Handling</strong> <strong>of</strong><br />
<strong>Incoming</strong> <strong>Mail</strong>
dbs | incoming mail handling<br />
“Digital processing and automatic distribution <strong>of</strong> incoming mail reduces idle and transport times, ac-<br />
celerates handling, and lets you plan the use <strong>of</strong> your resources more effectively. This makes your<br />
company more flexible and ultimately results in tremendous savings.”<br />
As an established standard solution,<br />
dbs | incoming mail handling makes it<br />
easy to digitally capture all inbound<br />
documents, whether in letter or e-mail<br />
format (including attachments), process<br />
these documents, and archive them in<br />
a revision-pro<strong>of</strong> and legally-compliant<br />
format. The system works equally well<br />
for invoices, proposals, or delivery certificates.<br />
All information is available from<br />
a central location so employees at any<br />
site have immediate access.<br />
The solution from d.<strong>velop</strong> <strong>AG</strong> handles<br />
e-mails or other electronic documents<br />
as well as documents arriving each day<br />
in the regular mail. Paper-based documents<br />
are scanned, classified according<br />
to type, and their content read-out<br />
in order to extract additional information.<br />
In the digital inbox, you can view all incoming documents as if they were lying<br />
on your desk, making it easy to start or participate in workflows.<br />
This information is then filed in the digital<br />
archive in a legally-compliant and<br />
revision-pro<strong>of</strong> format together with the<br />
document itself. Authorized employees<br />
– even those at remote locations – can<br />
then use the advanced search function<br />
to access relevant documents and information<br />
within seconds.<br />
Digital inbox<br />
The system references internal rules<br />
and information about the digital documents<br />
to automatically distribute them<br />
to the responsible people. These people<br />
receive the documents in their personal<br />
“inbox” directly on their screen.<br />
For example, incoming invoices will be<br />
forwarded to the accounting department,<br />
but requests for proposal will be<br />
sent to sales.<br />
Easy to use<br />
• Straightforward, rapid handling <strong>of</strong><br />
incoming mail from your workstation<br />
• Rapid processing ensured<br />
• Automatic document distribution<br />
minimizes manual tasks<br />
• Improved efficiency frees up more<br />
time to handle the underlying matter<br />
• Improved availability <strong>of</strong> information<br />
• Higher service quality<br />
• Lower process costs<br />
• More efficient use <strong>of</strong> resources<br />
• Complies with legal<br />
requirements<br />
• Integration <strong>of</strong> e-mails<br />
<strong>Incoming</strong> documents can be processed through automated workflows and quickly<br />
distributed to the right people.
dbs | incoming mail handling<br />
Automatic load balancing ensures that<br />
the work load is distributed evenly to<br />
internal employees or branch <strong>of</strong>fices.<br />
When needed, the system can even<br />
take sick days or vacation time into consideration.<br />
Legally impeccable<br />
Documents are archived in revisionpro<strong>of</strong><br />
formats like PDF/A or TIFF for longterm<br />
availability. This ensures that you<br />
can directly access your documents<br />
even long past the mandated retention<br />
periods.<br />
The incoming mail solution also considers<br />
legal requirements for digital archiving,<br />
so you are always on the safe side<br />
in the event <strong>of</strong> an audit.<br />
In this way, the d.<strong>velop</strong> solution enables<br />
you to handle documents faster,<br />
improve service quality, cut down on<br />
manual work, and quickly amortize the<br />
cost <strong>of</strong> the s<strong>of</strong>tware.<br />
<strong>Incoming</strong><br />
mail<br />
E-mails<br />
Scanning<br />
(individually or<br />
as a batch)<br />
Classification/<br />
attributes<br />
Modular expansion<br />
These days, e-mails are increasingly<br />
likely to contain business-relevant information<br />
and must be handled just like<br />
letters that arrive in the regular mail.<br />
Accordingly, dbs | incoming mail handling<br />
can be expanded with additional<br />
modules. With the d.<strong>velop</strong> e-mail management<br />
module, you will have truly<br />
immediate access to all documents, regardless<br />
<strong>of</strong> how they originally arrived<br />
at the company. The scope <strong>of</strong> functions<br />
can be expanded modularly and individually<br />
adapted when used in conjunction<br />
with other d.<strong>velop</strong> solutions,<br />
such as electronic contract management<br />
or digital incoming invoice processing.<br />
Experts from d.<strong>velop</strong> <strong>AG</strong> are happy to<br />
share their knowledge and provide individualized<br />
and pr<strong>of</strong>essional consultation.<br />
Challenge us!<br />
Process-oriented<br />
archiving<br />
Electronic record<br />
formation<br />
Digital handling <strong>of</strong> incoming mail by d.<strong>velop</strong> accelerates and optimizes the entire process chain for inbound documents.<br />
On the cutting edge<br />
• Intuitive technology keeps<br />
operational and maintenance<br />
costs low<br />
• The solution is quickly implemented<br />
and brought into action<br />
• Straightforward monitoring <strong>of</strong><br />
processes with a single tool<br />
• Easily establish new scan<br />
classes<br />
• <strong>Mail</strong> can be distributed digitally<br />
to multiple locations<br />
• Optimization in operation in your<br />
company<br />
Sharing <strong>of</strong><br />
information<br />
Rules-based<br />
circulation<br />
Load-based<br />
distribution
dbs | incoming mail handling<br />
d.<strong>velop</strong> <strong>AG</strong> is headquartered in Gescher,<br />
Germany. It is an innovative and<br />
dynamic IT services firm specializing in<br />
enterprise content management (ECM),<br />
digital archiving, document and workflow<br />
management, and knowledge management.<br />
Since 1992, the name d.<strong>velop</strong><br />
has stood for efficiency, creativity, and<br />
success. As a leading provider in the<br />
<strong>AG</strong><br />
A company <strong>of</strong> the d.<strong>velop</strong> Group<br />
Schildarpstraße 6–8<br />
48712 Gescher, Germany<br />
Tel. +49 2542 9307-0<br />
Fax +49 2542 9307-20<br />
www.d-<strong>velop</strong>.de<br />
info@d-<strong>velop</strong>.de<br />
ECM market, we de<strong>velop</strong> solutions for<br />
industry, trade, logistics, banking, insurance<br />
companies, public administration,<br />
healthcare, and other sectors. Our highly<br />
skilled employees and partners create<br />
customer-oriented solutions used<br />
by companies <strong>of</strong> all types and sizes to<br />
optimize their business processes and<br />
gain a competitive advantage in the<br />
As <strong>of</strong>: July 2011. All rights and changes reserved. Solutions are implemented individually for each company and may deviate from the functions described here.<br />
marketplace. Our business is founded<br />
upon solid ethical principles and collaborative<br />
working relationships. dbs | mail<br />
handling is one <strong>of</strong> twelve established<br />
standard solutions from d.<strong>velop</strong> <strong>AG</strong>.