Quality Control over your Mail and Records Processes

Quality Control and Shredding Documents

The payback for scanning paper documents is never fully released until shredding occurs. Continuing to distribute, store and manage paper physically after it is made digital is inefficient, posing a risk to your clients and ultimately the firm. Unfortunately, the decision to shred is a big one for a firm and so is often delayed indefinitely seeking that “perfect” time or set of circumstances to make such a move.

Quality control over your Mail and Records Processes

A carefully defined, quality control procedure ensuring the digital version accurately represents the physical document could give firm leaders the confidence to shred thereby reaping the benefits from scanning.

Digital Mail and Quality Control

Firms jumped on scanning mail at the start of the pandemic. But most are still distributing mail physically requiring duplicate effort and creating an information governance nightmare. Instead, after each item is scanned, a good quality control procedure should stage the paper in a box ordered by date for a comfortable retention period, say 60 days. This makes it easy to retrieve a physical item when required and bulk destruction once the retention period ends.

DocSolid’s Postmark Platform makes a reliable quality control (QC) procedure possible by turning it into repeatable steps that are easily trained and implemented. Postmark QC innovative and patented workflow ensures that all documents and pages were scanned correctly as well as delivered to the recipient (mail) or requestor (records).

In addition, Postmark QC also instructs the quality control operator on disposition i.e., what should happen to the paper document after it has undergone the various quality checks. This combination of checking image quality, delivery and disposition forms a robust procedure meant to be repeatable and productive, or put another way highly reliable.

The high-level of reliability provides you the confidence necessary to promote shredding as a critical step in your firm’s paper2digital journey.

Interested in learning more? Check out 7 Reasons to Upgrade to a Digital Mailroom Operation White Paper by DocSolid.

Michael Herzog
Author: Michael Herzog

Marketing Director at DocSolid. Professional storyteller and wordsmith. Producer of creative content and business video for legal tech. UX/CX innovator.