With digital mail, your office can process incoming U.S. Postal mail in a fully electronic manner, giving you the ability to go paperless as well as reduce the risk of malicious attack possible when mail is delivered, opened, and distributed within your office.
Postal mail is delivered to an off-site location where it is scanned using Optical Character Recognition (OCR Optical Character Recognition. The ability of a computer to recognize characters optically. OCR programs are used with scanners to enter text into the computer from a hardcopy version. Text scanned with OCR will lose some of its formatting, and when a character is indistinct, the program will guess, so typos may exist.). The resulting text file and the metadata for the sender's name, address, and date received, are posted to a Network Attached Storage (NAS) unit in the Ford House Office Building, and retrieved by your IQ system at scheduled intervals. The incoming files are stored either locally on your IQ file server or on a shared access point on the network.
Digital mail records are processed using rules created in the Rules Processor and then placed in a Digital Mail set where they can be entered into the database, assigned to staff, and answered individually or en masse. Each posted digital mail record has an incoming method of U.S. Mail.