DATAMARK Releases Enterprise Mailroom Process Improvement Q&A

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Business process specialists share insights from leading and managing outsourcing transitions for large-scale corporate mailrooms.

The mailroom (also known as the mail center in some organizations) is the inbound and outbound information hub and the starting point for business processes in large enterprises.

DATAMARK, Inc., a leading provider of business process solutions including outsourced mailroom management, today released a Q&A about process improvement for enterprise mailrooms, featuring Director of Engineering Nina Brown and Business Engineer Jacob Bailon. Business process specialists trained in Lean and Six Sigma methodologies, Brown and Bailon shared insights gained from managing outsourcing transitions and developing process-improvement solutions for corporate mailrooms.

Below are excerpts from the Q&A:

What are some common bottlenecks or inefficiencies in the mailroom workflow of large organizations?

Nina Brown: “Something very common that we see is organizations that do not take full advantage of scan technology that can greatly reduce costs and shorten conversion time from paper and digital. For example, the use of paper separator sheets is still a common practice, rather than leveraging already present envelopes to delineate the start of each new document during the scan process.”

Which stakeholders need to be “in the loop” when you are developing an improved workflow?

Jacob Bailon: “Buy-in from the powers-that-be to begin a project is essential. Navigating the road to a successful solution is only possible through genuine communication with process owners, executive-level leadership and individuals assigned to tasks affected by the proposed workflow transformation. Our ability to engineer solutions that work is truly reliant on the close communication established between our customers and our team.”

What technologies have you found to be truly effective for your clients’ workflows?

Jacob Bailon: “We have success transforming paper-driven processes into a truly digital workflow. We’ve all heard of the ‘digital mailroom,’ and the concept has moved beyond hype to reality, thanks to advances in scanning and OCR technology. Scanning speeds and image quality are much better than a decade ago, and computing power is less expensive yet more powerful, allowing the use of multiple OCR engines at once to improve character and document recognition.”

Click on the following link to download the full publication, “Enterprise Mailroom Process Improvement Q&A”:

DATAMARK, Inc. is a leading business process outsourcing company specializing in high-volume digital mailroom management, document processing/document management, bilingual (English/Spanish) contact centers and process improvement consulting for Fortune 500 companies and other large enterprises.

Headquartered in El Paso, Texas, DATAMARK employs nearly 2,200 people in its U.S., Mexico and India facilities. For more information, visit Follow industry news and trends at DATAMARK's Outsourcing Insights blog at

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