The ”Digital Mailroom“ contains the total of all documents which come in from e-mail or fax, already existing ones from servers or archives plus the incoming mail that still needs to be digitalized.

In order to be able to use this mass of information the documents of the Digital Mailroom have to be assigned to the different document classes, because only specific document classes can trigger business processes: Only after the recognition of such a document class the enclosed data can be interpreted reasonably and transferred to the correct business process.

Digital Mailroom Solutions automatically recognize the type of the digitalized document (classification) and extract meta data to assign a document to a particular process, a particular record or a particular in-box. During the process as well as within the final delivery of documents the case file with different and partly attached documents is in focus.

For this reason Digital Mailroom Solutions are normally connected to electronic record files. One record contains different documents which belong to a main index. Every record follows a certain structure – the index. The electronic record solution captures available information within different levels:

• Classification criteria, eg.: Social Security No., Customer No., HR-No., Account No., etc.
• Document types in the corresponding record, e.g.: order, quotation, order confirmation, delivery note, invoice… within a supplier record
• Filing in chronological order (document date)

Practical application examples of electronic record solutions are:

• HR records in HR departments
• Insurant records in insurance companies
• Credit/Account records in banks
• Patient records in hospitals
• Supplier records in purchasing departments
• Customer records in sales departments

Thus, an IDR solution which is able to process all document types within one system is required.

The Digital Mailroom Solutions of I.R.I.S. are tailor-made for these requirements. Their classification and extraction rules are adapted to the specific matters and needs of the appropriate department for the area of classification, indexing and sorting.

They contain the Solution Packages Human Resources (HR records), Banking (customer records for banks), Personalized Mail (sorting of incoming post), Supplier Records and especially for service providers the Solution Package Outsourcing.

Moreover, the so-called Solution Component Capture Plus, a tool box responsible for the configuration of the solution is contained. With the Solution Component Capture Plus any record solution can be generated.