Ondox Digital Mailroom Services

Features

Applied AI

Distribution & Access

Case Management

Security

Analytics & Admin

Apply AI and revolutionize mail processing

When documents arrive, as paper, email attachments, or portal uploads, AI automates the task of identifying document types, understanding document content, an extracting information for routing and business processing.

Unique “Ask AI” features of Ondox harness the power of Generative AI to interrogate document content for faster decision-making. For example, team members can Ask AI to summarize a long document, extract specific data, or assess the sentiment of correspondence.

Apply AI and empower team members to complete key business processing faster, respond to customers sooner, and save time, effort, and cost.

Distribute all mail digitally and at speed

Automatically route and distribute incoming mail and documents instantly to a team or individual digital inbox, including transactional business documents, correspondence, and even return mail.

Teams in any location, whether in-office, remote, or traveling, access their incoming documents via a simple and secure browser-based interface. Documents are always at their fingertips and always secure from loss, theft, or damage.

Boost productivity and responsiveness by empowering your team to act promptly on inbound paper mail, email attachments, portal uploads, mobile submissions, branch scans, and faxes.

Gather and process related documents in digital case folders

Legal, customer service, claim, complaint, and other teams often work on cases which involve multiple documents that arrive into the organization at different times.

To support these teams, the Ondox digital mailroom solution provides a case management module that ensures related documents are identified, recognized, gathered and stored together, and acted on within required timeframes.

Permissioned team members can view all case documents and information in a single place, to make better decisions and complete cases faster.

Control access and ensure information security

Ondox safeguards documents and data effectively to ensure information security and support compliance with GDPR, SOC2, and other regulatory requirements.

Maintain control of documents from receipt to disposal by implementing stringent access controls and encryption measures that fortify your security framework.

Prevent accidental or fraudulent distribution of documents by ensuring only authorized people can access incoming mail and documents.

Reduce the danger of document loss, fraud, or damage, eliminating the vulnerabilities associated with email-based document distribution.

Gain full transparency into mail flows, from receipt to destruction with full audit trails and detailed metrics generated automatically.

Improve management with transparency of operations

Mailroom and operations managers have access to full metrics on document volumes, processing times, SLA achievement, document status, and more.

Ondox provides real-time dashboards and a full database of reporting data that increases transparency into mailroom operations and helps identify bottlenecks and enhance the efficiency, accuracy, and productivity of document-related business processing.

Built-in administration features enable managers, without coding or an IT project, to manage team membership and permissions, configure document and case types, make pre-built actions available to teams, set SLA standards, customize dashboards, and more.

Choose your Deployment

Ondox digital mailroom solutions are available in a choice of deployment settings created to meet different business and IT priorities. Contact us to discuss your needs and preferences.

Customer
Hosted

Deploy Ondox in your infrastructure of choice. Maintain full control and responsibility for infrastructure and policy.

Managed
Service

Access the benefits of Ondox without investing in infrastructure ownership and maintenance.

Software as a Service
(SaaS)

Access the benefits of Ondox in a secure and segregated infrastructure shared with other Ondox customers.

Ondox
BPO Partner

Outsource your mailroom operations to a BPO partner whose service incorporates Ondox digital mailroom software.

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Benefits

Expedite all customer-related business processes by accurately and efficiently digitizing, routing, and distributing incoming mail to the teams and individuals who need it. Use Ondox for intra-office mail too, so mail moves faster and more securely into and throughout the organisation. Enable your people with quick access to vital documents so they can respond more promptly to customer needs in business processes driven by inbound documents, including customer onboarding, financial administration, claims, incident management, service provision, case management, and more.

Reduce time spent sorting and routing incoming documents, whether it’s physical mail, email attachments, portal uploads or inbound faxes. Eliminate errors caused by manual mail handling and simplify quick action by mailroom teams in response to rescan, re-route, hold for pick up, and other requests from mail recipients. Enable mail recipients to rapidly process all inbound documents with simple-to-use, prebuilt productivity tools. Empower your workforce and transform its capacity to process documents. Fast-track mail processing and liberate team time for additional high-value tasks.

Reduce manual labour, decrease document storage requirements, minimize physical document transportation, cut paper, and lower costs. By standardizing and automating mailroom operations and streamlining the distribution and processing of all incoming documents, the Ondox digital mailroom solution lowers costs of operation across the whole enterprise, not only in the mailroom.

Replace error-prone and unsafe paper-based and email-based document processing with secure digital mail flows. Provide access only to authorized people and prevent accidental or fraudulent distribution to anyone else. Replace risky scan-to-email and forward-by-email practices with safe and efficient communication in a controlled environment. Reduce the risk of financial and reputational loss with a digital mailroom solution developed with ISO discipline and deliverable in compliance to SOC2 and other standards.

Ondox digital mailroom solutions support eco-friendly practices by reducing paper consumption and carbon footprint. Ondox radically reduces paper flow, enables paper shredding to be done sooner, and helps reduce the energy impact of paper storage and transportation. But it’s not all about paper. By delivering documents digitally to anyone who needs them, wherever they are, Ondox helps reduce the carbon footprint of commuters newly enabled for remote working.