Switching digital mailroom providers can seem daunting, but with the right strategies in place, it can be a seamless transition that optimises your operations without causing disruption. Additionally, reevaluating your mailroom processes can help discover areas for greater efficiencies, security, and return on your investment.
Here are several approaches to ensure a smooth changeover:
- Thorough Evaluation and Planning: Before making any changes, take the time to thoroughly evaluate your current provider’s shortcomings and scope your new requirements. Even in a ‘lift and shift’ scenario, there may have been solutions implemented by the current provider that have not been documented.
To ensure successful implementation, Compu-Stor provides Professional Services to scope your requirements. This is critical in ensuring business processes are captured and documented, and that both parties agree on the requirements and expectations. - Stakeholder Communication: Communicate openly with all stakeholders, including employees, clients, and any third-party partners, about the upcoming change. Explain the reasons for the switch, the benefits it will bring, and how it aligns with the organisation’s goals. Clear communication helps ensure buy-in and understanding, which fosters a collaborative environment and provides stakeholders the opportunity to provide meaningful feedback. Additionally, address any concerns stakeholders may have and provide regular updates on the transition process.
- Physical Security: Physical security is indispensable for digital mailroom solutions to protect sensitive information, prevent tampering, uphold reliability and trust, and comply with regulatory requirements. Experienced providers who are equipped to process mail for Government entities should meet the State standard for managing records. Compu-Stor is qualified to manage even the most sensitive classified records with personnel who have obtained security clearances and physical mail scanning to identify any tampering.
- Data Security and Privacy: Ensure that the new provider adheres to strict data security and privacy standards. This involves conducting an assessment of the provider’s security protocols, certifications such as ISO 27001 across the business, and compliance with relevant legislation. Plan the migration of sensitive data carefully to avoid breaches and ensure that all data is handled securely. Implement measures such as encryption, access controls, and regular security audits to safeguard your information throughout the transition.
- Innovation and technology: It is important to select a provider who can not only meet today’s needs, but support you in the future. Compu-Stor invests in leading technologies for both inbound and outbound mail to automate processes and reduce costs. With a passion for innovation, we are continuously looking for new solutions to add value.
Utilising technologies such as Compu-Stor’s inbound/ outbound digital mailroom software to automate the distribution of inbound digital mail via an encrypted mailbox is a great way to ensure the security of your data.
Testing: Several stages of testing are required when implementing a digital mailroom to ensure its effectiveness. Testing typically comprises of the following steps:
– Requirements Testing
– Integration Testing
– User Acceptance Training
- Training and Support: Invest in thorough training for your team to get up to speed with the new system. Training should include all aspects of the new digital mailroom service, including its features, functionalities, and best practices. Review customer support to help resolve any issues quickly. This may include dedicated instructional materials, support channels, and on-site assistance if needed.
By carefully researching providers, capturing your requirements, and planning the transition, switching digital mailroom providers can be done successfully without causing disruption.
For more information on how Compu-Stor can assist with your digital mailroom requirements, visit our website at Transform Mail Handling With Digital Mailroom Services
(compu-stor.com.au) or contact us at 1300 559 778.