Inbound Mailroom Services

Overview

Mail is received 6 days a week and pickup locations are within 2 miles, allowing for multiple quick pickups per day.  Over 500,000 documents are extracted daily from received mail, which is processed with Omation Slicing machines and OPEX workstations.  Mail sorts are determined according to client needs, with our largest mailroom requiring over 130 manual sorts.

• At DATAMARK, we can process any type of mail document and are capable of hundreds of pre-defined sorts. 
• The types of mailroom documents that are most often outsourced include: Correspondence, Medical claims, Insurance forms, Credit card applications, Invoices, Address changes and Rebates, to name a few.
• Mail can be addressed to DATAMARK directly, re-directed by the USPS, or re-shipped from the client.
• Employees are assigned to client-dedicated accounts and access to the mailroom is highly restricted.
• Incoming mail is tracked by barcode, which allows for real time web reporting to clients through each stage of the mailroom process.
• All documents are identified and given a unique indexing code provided by the client to make sure that all mail is sorted into right categories for additional processing.
• Each stage of the process is internally audited for quality and accountability.

 

Processing

Mailroom handlers extract the content of each envelope one at a time. They prep the documents (remove staples, repair torn docs, etc.), identify the proper sort, assign a patch sheet (if necessary), and place the documents in the appropriate bin for batching. After this is completed, the employee opens the next envelope for prepping and sorting, assuring that documents from different envelopes do not get mixed up.

 

All documents are identified and given a unique DCN and/or an indexing code provided by the client to make sure that all mail is sorted into the appropriate categories for additional processing. Our process includes identifying missing information, prepping all documents (unfolding, repairing damaged documents, and taping down small pieces of paper for scanning), and sending outbound letters requesting additional information when necessary.

 

 

Electronic Outsorting 

DATAMARK performs major sorts based upon document recognition, key words, and presence of specific data elements. After major sort, documents are imaged and presented to a keyer within an electronic queue to operators specialized in the specific document category for additional Document Processing.

 

 

Quality Control

When mail is received, a quick review of the tray is performed to ensure that the tray is addressed to our facility. At the point of extraction, the address on the envelope is reviewed to ensure that it is addressed to our facility. If the item is determined to be misdirected from the USPS, the item is sealed and placed in a bin to be returned to the USPS. After extraction, a random sample is reviewed for each operator to ensure that procedures were followed during extraction, sorting, and prepping. Here DATAMARK checks that all paper has been repaired, patch sheets are inserted correctly, fasteners have been removed, and all pages are oriented correctly. DATAMARK also performs trash audits at this time to make sure no documents were left in the envelopes. Feedback is provided to operators daily and weekly with respect to quality. If an operator falls below the minimum expected quality additional training and/or counseling is provided.

 

All Mailroom processing capabilities are inspected on a daily basis.  All maintenance of equipment, facilities, and infrastructure are maintained by DATAMARK, ensuring that operations are capable of receiving and processing all parcels received in accordance with all client requirements.

 

 

Receiving Mail

DATAMARK has an outstanding working relationship with the USPS Regional Hub in El Paso and routinely transitions PO Boxes for many clients. Address changes can be phased in by the DOL and Express Forwarding can be used to make sure that any mail that continues to be sent to the old PO boxes will automatically be forwarded by the USPS to the new PO boxes. Address change requests can be submitted to the USPS after the transition is complete in case providers or claimants still use old address. DATAMARK will take all precautions and measures to ensure safe arrival of all mail into the new PO Boxes.

 

DATAMARK has the capability of receiving bills and correspondence via USPS mail, other courier (UPS, FedEx, etc.) email, and fax. DATAMARK will dedicate a cargo truck to make necessary pickups at USPS and deliver to a secure loading dock at the mailroom facility. Third party couriers will be instructed to deliver all parcels to secure mailroom loading dock. DATAMARK personnel will reconcile previous days notifications against current days deliveries to ensure all packages are received.

 

 

Equipment Used for Mailroom

DATAMARK utilizes a Böwe Bell + Howell Criterion IV Sorter for processing a wide variety of mail with increased throughput at a rate of up to 36,000 pieces per hour. All standard mail is opened using Opex Omation Slicers. While being run through the slicers, an envelope count is taken and assigned at the tray level so the envelope count can be entered and tracked through DATAMARK’s inventory control system.