DIGITIZE INBOXES
We digitize your mail. All incoming mail — whether physical, by email, delivered through web portals, or other platforms — is digitally processed for you and delivered through your preferred channel.
Why digital mail processing is indispensable today
A digital inbox forms the basis for automated workflows, reduces administrative effort, increases traceability, and enables a smooth flow of information – regardless of whether your employees work in the office or from home. Digitizing your incoming mail is therefore a key component of modern business processes.
100%
Digital availability
All documents are accessible anytime, anywhere
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Input channels
Letters, emails, ePost, portals, eCH and more
5
Process steps
From data capture to audit-proof archiving
The digital inbox: More than just scanning mail
Digitizing incoming mail involves far more than simply scanning paper documents. It's about the complete transformation of your incoming mail – from physical delivery and digital processing to integration into existing systems and workflows. The goal is to process all incoming information centrally, regardless of the medium. DuMo provides comprehensive processing based on clearly defined processes and documents them for the customer.
A digital mailroom consolidates all incoming mail channels, including traditional mail, emails, online platforms, ePost, and more. Intelligent categorization, automatic distribution, and seamless integration with your document management system (DMS) transform an analog process into an efficient, digital workflow. We are your BPO partner, allowing you to focus on your core business.
What will be digitized?
Letters and traditional mail from the physical mailbox
Emails and their attachments from the digital inbox
Invoices, agreements, orders and business-related documents
Forms, applications and internal communications
Digital mail via platforms, web portals, ePost services and government interfaces.
The process: The path to a digital mailbox
A structured and transparent process is crucial for the successful digitization of your incoming mail. The transition to a digital mailroom takes place in several clearly defined steps, which can be individually tailored to your needs.
1
Receiving mail
The physical mail is opened, sorted, and digitized using professional scanners. Modern OCR technology makes the texts machine-readable.
2
Classification and indexing
The digitized documents are automatically recognized, categorized and provided with metadata – for unambiguous assignment and targeted further processing.
3
Distribution and delivery
Defined rules and workflows ensure that incoming mail is forwarded to the responsible employees or departments – quickly, reliably and transparently.
4
Integration into workflows
The digitized documents are integrated into existing systems such as ERP, CRM, or DMS. This allows processes like invoice processing, contract review, and other workflows to be efficiently automated.
5
Archiving and access
All documents are archived in a revision-proof manner and are available digitally at any time – regardless of the location of the employees.
We know how to handle original files and ensure that physically sensitive documents from the post find their way back to you safely if needed.
Why digital mail processing is indispensable today
Switching to a digital mailroom offers numerous advantages – both organizational and economic. Companies and organizations benefit from increased efficiency, lower costs, and greater transparency in processing their incoming mail.
Cost savings
Reduced manual processing, lower paper consumption and optimized processes
Transparency & Scalability
Overview of every shipment and scalable for companies of any size
Security
Central archiving, access controls and traceable processes
Efficiency improvement
Automated processes, faster processing and fewer media breaks
Error reduction
Structured classification and digital
Workflows minimize errors
Flexibility
For employees working from home or at
distributed locations
Digital infrastructure – the technology behind smart processes
A high-performance digital mailroom relies on modern technology and seamless integration into your existing IT landscape. It is crucial that the solution is flexible, scalable, and future-proof.
High-performance scanner & OCR
Professional scanners and OCR technology for character recognition make paper documents fully machine-readable.
DMS, ERP & CRM interfaces
Seamless integration with existing document management systems, ERP and CRM solutions without media breaks.
Automated classification
Intelligent classification and indexing systems automatically assign documents and add metadata.
Complete process outsourcing
We completely take over your standardized input management processes (BPO) and provide you with transparent reporting.
This technical foundation enables you to manage your inbox efficiently, securely, and transparently.
process, regardless of medium, format or input channel.
Who would benefit from digitizing their incoming mail?
Digitizing an inbox is relevant across all industries today and offers clear added value for a wide variety of organizations. The following particularly benefit:
Companies with high mail volume
Efficiently manage complex processes and large volumes of documents
Decentralized organizations
Centrally coordinate multiple locations or distributed teams
Administrations & Authorities
High documentation requirements and legal requirements must be met.
Service providers handling sensitive data
Highest standards of data protection and confidentiality
A digital inbox can be individually customized and scaled, whether for a one-person business, a medium-sized company or a large corporation, to relieve the burden on employees and make business processes more efficient.
Our services at DuMo – part of your communication strategy
Our services go far beyond simply scanning documents. They encompass a wide range of services that can be tailored to your specific needs:
Digitizing correspondence
Fully capture and process mail, documents and forms
Email integration
Processing and integration of emails and electronic correspondence
Automatic classification
Indexing and rule-based redistribution to responsible bodies
System integration
Integration with existing DMS, ERP or CRM systems without media breaks
Audit-proof archiving
Structured access and legally compliant storage of all documents
Consulting & Implementation
Process analysis, workflow optimization, project planning and technical implementation
The digital mailroom as the basis of modern business processes
Digitizing incoming mail at a central location is essential for the efficient daily operations of modern companies. This encompasses not just letters, but all communication, which, thanks to modern automation, relieves the burden on employees, conserves resources, and offers opportunities for efficient processes and flexible work organization. With DuMo as your partner, the transition from the traditional mailbox to the digital mailbox is a breeze.
ISO 27001:2022
DuMo processes all documents according to the highest security standards with clearly regulated access controls and a structured handling of sensitive documents.
Digitize your emails and paper mail now – with DuMo as your digitization partner.
Optimize your communication, automate your workflows, and create the foundation for seamless office processes. With DuMo, you digitize your mail – securely, efficiently, and with a future-proof approach, tailored to your needs.
Let's design your digital mailroom together.
Contact us for a free consultation or a customized solution concept and take the next step towards smart document processing.
Frequently asked questions about the digitization of incoming mail
1
What exactly does the digitization of an incoming mailroom at DuMo entail?
Digitizing incoming mail encompasses the complete processing of all incoming communication channels: traditional mail, emails, ePost, government interfaces, and online portals. Documents are scanned, made machine-readable using OCR, classified, indexed, and automatically forwarded to the responsible departments.
2
Can the digital mailroom be integrated into our existing ERP or DMS system?
Yes. DuMo offers interfaces to common document management systems (DMS), ERP and CRM solutions. This integration allows you to directly transfer invoices, contracts or orders into your existing workflows – without any media breaks.
3
How does the automatic classification and distribution of incoming mail work?
After scanning, documents are automatically recognized, categorized, and tagged with metadata by intelligent software. Finally, everything is reviewed by our professionally trained staff, who implement and approve quality control. Based on defined rules and workflows, incoming mail is then forwarded to the responsible employees or departments quickly, reliably, and transparently.
4
How does the automatic classification and distribution of incoming mail work?
After scanning, documents are automatically recognized, categorized, and tagged with metadata by intelligent software. Based on defined rules and workflows, they are then forwarded to the responsible employees or departments – quickly, reliably, and transparently.
5
How is data security ensured when processing confidential incoming mail?
DuMo processes all documents in accordance with ISO 27001:2022, with clearly defined access controls and structured handling of sensitive documents. Physically sensitive documents can be securely returned to you after processing upon request.
