Handling of Incoming Mail - d.velop AG

dbs | incoming mail handling
digital business solution
Handling of
Incoming Mail

dbs | incoming mail handling
“Digital processing and automatic distribution of incoming mail reduces idle and transport times, ac-
celerates handling, and lets you plan the use of your resources more effectively. This makes your
company more flexible and ultimately results in tremendous savings.”
As an established standard solution,
dbs | incoming mail handling makes it
easy to digitally capture all inbound
documents, whether in letter or e-mail
format (including attachments), process
these documents, and archive them in
a revision-proof and legally-compliant
format. The system works equally well
for invoices, proposals, or delivery certificates.
All information is available from
a central location so employees at any
site have immediate access.
The solution from d.velop AG handles
e-mails or other electronic documents
as well as documents arriving each day
in the regular mail. Paper-based documents
are scanned, classified according
to type, and their content read-out
in order to extract additional information.
In the digital inbox, you can view all incoming documents as if they were lying
on your desk, making it easy to start or participate in workflows.
This information is then filed in the digital
archive in a legally-compliant and
revision-proof format together with the
document itself. Authorized employees
– even those at remote locations – can
then use the advanced search function
to access relevant documents and information
within seconds.
Digital inbox
The system references internal rules
and information about the digital documents
to automatically distribute them
to the responsible people. These people
receive the documents in their personal
“inbox” directly on their screen.
For example, incoming invoices will be
forwarded to the accounting department,
but requests for proposal will be
sent to sales.
Easy to use
• Straightforward, rapid handling of
incoming mail from your workstation
• Rapid processing ensured
• Automatic document distribution
minimizes manual tasks
• Improved efficiency frees up more
time to handle the underlying matter
• Improved availability of information
• Higher service quality
• Lower process costs
• More efficient use of resources
• Complies with legal
requirements
• Integration of e-mails
Incoming documents can be processed through automated workflows and quickly
distributed to the right people.

dbs | incoming mail handling
Automatic load balancing ensures that
the work load is distributed evenly to
internal employees or branch offices.
When needed, the system can even
take sick days or vacation time into consideration.
Legally impeccable
Documents are archived in revisionproof
formats like PDF/A or TIFF for longterm
availability. This ensures that you
can directly access your documents
even long past the mandated retention
periods.
The incoming mail solution also considers
legal requirements for digital archiving,
so you are always on the safe side
in the event of an audit.
In this way, the d.velop solution enables
you to handle documents faster,
improve service quality, cut down on
manual work, and quickly amortize the
cost of the software.
Incoming
mail
E-mails
Scanning
(individually or
as a batch)
Classification/
attributes
Modular expansion
These days, e-mails are increasingly
likely to contain business-relevant information
and must be handled just like
letters that arrive in the regular mail.
Accordingly, dbs | incoming mail handling
can be expanded with additional
modules. With the d.velop e-mail management
module, you will have truly
immediate access to all documents, regardless
of how they originally arrived
at the company. The scope of functions
can be expanded modularly and individually
adapted when used in conjunction
with other d.velop solutions,
such as electronic contract management
or digital incoming invoice processing.
Experts from d.velop AG are happy to
share their knowledge and provide individualized
and professional consultation.
Challenge us!
Process-oriented
archiving
Electronic record
formation
Digital handling of incoming mail by d.velop accelerates and optimizes the entire process chain for inbound documents.
On the cutting edge
• Intuitive technology keeps
operational and maintenance
costs low
• The solution is quickly implemented
and brought into action
• Straightforward monitoring of
processes with a single tool
• Easily establish new scan
classes
• Mail can be distributed digitally
to multiple locations
• Optimization in operation in your
company
Sharing of
information
Rules-based
circulation
Load-based
distribution

dbs | incoming mail handling
d.velop AG is headquartered in Gescher,
Germany. It is an innovative and
dynamic IT services firm specializing in
enterprise content management (ECM),
digital archiving, document and workflow
management, and knowledge management.
Since 1992, the name d.velop
has stood for efficiency, creativity, and
success. As a leading provider in the
AG
A company of the d.velop Group
Schildarpstraße 6–8
48712 Gescher, Germany
Tel. +49 2542 9307-0
Fax +49 2542 9307-20
www.d-velop.de
info@d-velop.de
ECM market, we develop solutions for
industry, trade, logistics, banking, insurance
companies, public administration,
healthcare, and other sectors. Our highly
skilled employees and partners create
customer-oriented solutions used
by companies of all types and sizes to
optimize their business processes and
gain a competitive advantage in the
As of: July 2011. All rights and changes reserved. Solutions are implemented individually for each company and may deviate from the functions described here.
marketplace. Our business is founded
upon solid ethical principles and collaborative
working relationships. dbs | mail
handling is one of twelve established
standard solutions from d.velop AG.