IPS Blog

IPS Announces Automated Processing for Email Attachments

Nov 22, 2011 10:07:00 AM

In the past few years, email has taken over as the standard for transmitting business-critical documents and information. With nearly 300 billion emails sent each day, streamlining your business’ digital capabilities has never been more important.

Take invoices and applications, for example. Remember when they came via snail mail? The days of opening an envelope, typing information and filing paper are over. Now, more and more invoices and applications arrive through email – and the important information they contain is often locked away in attachments. That means someone at the receiving business is tasked with downloading and opening the attached file, manually extracting pertinent data and entering it into the system by hand. It’s a time-consuming and error-filled process.

With more than 85 percent of email data transmitted in email attachments such as graphics, spreadsheets and documents, manually sorting through the clutter has become a costly, cumbersome problem.

To solve the problem, IPS has developed and integrated an automated email attachment process directly into its Digital Mailroom Solution. Email attachments are now efficiently reviewed, confirmed and incorporated into the same IPS workflow as documents that arrive via our upload portal, U.S. mail, courier delivery, overnight mail, SFTP or fax. Once the IPS Digital Mailroom process is complete, our exclusive Intelligent Capture service then extracts and validates data and creates an XML, EDI – or any type of file your business systems needs (including Excel, CSV and more).

The electronic document is then automatically loaded, fully indexed, into your system – and can be hosted on ImageServ℠, IPS’ document repository in the cloud.

IPS’ Digital Mailroom email attachment processing supports all popular attachment types, including TIFF, Word, Excel, PDF and non-password-protected ZIP files.

The issue of email inundation is not going away anytime soon. With the increasing costs of paper and postage, as well as the uncertain future of the U.S. Postal Service, companies are moving from snail mail to email at staggering rates. In April 2010, Radicati Group estimated some 1.9 billion users send more than 100 trillion emails per year – and many of those contain important business-critical information.

Fortunately, IPS Digital Mailroom’s automated email attachment process can eliminate the manual work and the bottlenecks of email processing, extraction and filing. The IPS email attachment solution requires no hardware or software investment by your company. It’s as simple as setting up a new email account – and IPS even does that for you.