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5 Reasons Why More Big Mailrooms are Moving Towards Centralization

Centralization. It’s a big word and a bigger idea. But ironically, it’s all about going smaller.

Dismantling up to dozens of mailrooms in favor of a single document capture hub sounds like a hefty task, so why are so many major businesses moving towards a centralized model?

Well, to be blunt, they’re doing it because it makes sense. Fiscally and physically. Centralization cuts costs and promotes efficiency while bolstering revenue and speeding up turnarounds. In fact, the closer you look at the benefits of centralization the more you’ll see that it’s not just one choice, it’s the ONLY choice for a truly modern business.

Let’s look at a few of these benefits:

  1. End Mailroom Sprawl
  2. “Sprawl” is just “waste” by another name. A centralized data hub means your offices won’t be burdened with extra mailrooms and the equipment, maintenance, and labor needed to keep them functioning. Instead, you get the chance to put that space to work doing something more useful. Need a new breakroom for your employees? Centralization has you covered!

  3. Present Tech is Future Tech
  4. There’s no question about it, we’ve entered a new era of document capture. Multiple scanners for different document types used to be a necessary evil, but no more. Now, ultra-high-volume capture machines are the norm in modern document processing, which means you’ll only require a single piece of high-end infrastructure for processing documents of all sizes together in one run.

  5. Faster Document Processing
  6. Up to 80% of world’s largest mailrooms trust ibml tech to process their documents. The top-of-the-line ibml Fusion is fast enough to handle 715 pages-per-minute and smart enough to quickly sort, capture, and file from all different document sizes and structures.

  7. Save Money
  8. In the end, choices like this one come down to financial viability and, thankfully, centralization won’t hurt your budgets. Between extra scanners, inefficiencies, maintenance, and duplicated positions, multiple mailrooms are expensive. With a single document processing hub you can cut the fat without sacrificing the meat of your business.

    Your modern infrastructure doesn’t have to be expensive either. Subscription payment programs like ibml-as-a-Service allow businesses to access the highest-end equipment at a reasonable price. Better yet, it falls under OPEX, which is 100% tax-deductible.

  9. Delete Information Chaos
  10. There’s nothing worse than missing out on an opportunity because your data was in disarray. As more data passes through businesses, information chaos becomes a major concern as well as poor turnaround and frustrated customers. With centralized document processing, you don’t have to worry about data getting lost in the shuffle. Instead, you can rely on one location overseen by one team using one set of intelligent tech solutions to deliver the turnarounds and experience your customers expect.

    Better yet, with advanced software tools like ibml Capture Suite and ibml Cloud Capture, you can more accurately sort, ingest, and deliver information directly into downstream destinations for immediate use.

  11. Better security
  12. Mailrooms can be vulnerable. After all, that’s where documents and data enter your business. The truth is, it’s harder to secure multiple distributed scanning locations than a centralized hub. It’s also harder to ensure proper chain of custody when you need to monitor multiple document entry points at once. However, by downsizing to one centralized location, security can actually increase, especially if part of your infrastructure hub plan offers cloud storage and security.

    With fewer locations there are 1) fewer opportunities for breaches and 2) fewer documents moving between those locations that could be lost or intercepted. Additionally, services like ibml Cloud Capture secure your data even further with a wide array of admin controls.

Only the Beginning

This is just a small sample of all the ways document centralization improves and secures your business.

But the true benefit of centralization is its flexibility. As you drill down and look at the details, you’ll begin to find applications and benefits specific to your unique business. Every industry has a different use for centralization. What’s the common denominator? It just plain works.

To learn more, consult with a centralization expert today.

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