Despite 2026 marking the 27th anniversary of the sending of the first ever email message, the idea of a paperless office is far from reality. Whether you’re in business or government, paper-based mail is still an essential part of operations, with letters and other hard copy communication needing to be managed on a daily basis.
Reduced volumes of physical mail means that maintaining a thriving physical mailroom is no longer feasible for most organisations. And our information-driven workplaces mean that mail needs to be dealt with differently than in times past.
Paper mail needs to be classified and integrated with electronic communication via information being identified, isolated, digitised and entered into EDMS (electronic document management systems). PII needs to be identified and actioned in accordance with compliance criteria.
Enter the idea of a digital mailroom
An efficient and effective digital mailroom does not simply replace older-style mailrooms. Instead, they enhance business operations by capturing data in real time and streamlining operations into existing EDMS processes.
The best digital mailrooms transform data contained in every piece of communication into the ideal format or platform to enable the organisation to act accordingly. The positive impact of this streamlined workflow provides both efficiency and greater controls.
The challenge is to find a provider who has the inclination and time to get to know your structures and systems. For some organisations, this is a new challenge. For others, Australia Post’s previous decision to close their digital mailroom service, Decipha, prompts the challenge to find a new provider who can not only seamlessly take over digital mailroom services, but help you lift your game by ensuring that mail processing adds value throughout your operation.
Introducing the Avantix advantage
Avantix offers fit for purpose digital solutions to transform data into actionable information. We offer digital mailroom services for government and business, no matter how large or small.
Avantix brings together expert professionals to provide capability to digitise mail, capture data and feed vital information into your organisation’s workflow systems.
We also offer full-service digitisation and storage, helping you leverage our specialist data processing capabilities for current and future projects. Avantix is a pre-approved supplier of scanning services to any Australian State, Federal or Local Government.
Capture tools for OCR (optical character recognition), ICR (intelligent character recognition) and OMR (optical mark recognition) are used to support moves towards online communications and allows for indexing of forms and documents for data storage and electronic file retention.
We have helped multiple organisations, including Commonwealth, State and Local Government departments, as well as commercial companies and businesses to minimise disruption through their transition to our services by using our three core principles:
Consistency
- Implementing change control plans that are compliant with ISO 9001:2015
- Carefully developing and implementing protocols for sensitive and financial data
- Developing and executing an operational quality management plan for each project
- Assigning a Quality Assurance Executive to ensure adherence to quality management procedures.
Reliability
- Consistency in meeting accuracy benchmarks with high volume, information critical mail items.
- Taking a solution approach to adding new value through the transition phase
- Using project methodology consistent with the Project Management Institute’s guide
- Maintaining multiple personnel with Defence Security Clearance to ensure trusted security.
Ease of Use
- Customisation for your specific needs and governance policy
- Taking a personal approach to ensure you’re supported by a trusted partner
- Conducting thorough document-testing to ensure readiness for Go Live dates
- Refining work methods to align with specifications and comply with our quality management system.
If you’re considering a new digital mailroom service, or if you are looking to review current arrangements, don’t hesitate to be in touch. Perhaps you’re a Procurement Manager or a manager within business or corporate services? Be assured that we have a proven service delivery model across our offices in Melbourne, Sydney, Brisbane, Canberra and Perth.
We’re here to support you in your role, discuss your requirements, and inform you about how we can add value to your organisation via your digital mailroom and other digitisation needs.
Contact the Avantix team today on 1300 119 939 or info@avantix.com.au
