Getting Enterprise Mail Online

Step 1: Choose one or more addresses where you'll want to receive selected mail

You can have employee mail or departmental process mail enter the Earth Class Mail system in one of two ways:

• Use one of our “Remote Addresses ,” available now in 20 cities, just like they would use a PO Box address, or
• Place your mail on “firm holdout” with the USPS and assign us as your agent to pick up and process your mail daily.

Which type of Remote Address you choose will depend on whom you want to do the work of (1) uploading your mail to the web and (2) processing your paper mail in response to your online commands.

Enterprise customers can have it both ways – they can have some mail continue to come to their existing addresses and some come to DCI Remote Addresses. For example, they may wish to arrange to have at least the mail of certain departments, remote workers, or any standardized, transactional mail sent to a DCI Remote Address. Other mail could arrive at the corporate offices.

Send Mail to One of Dozens of Remote Addresses!

Mail sent directly to a DCI Remote Address will be securely handled by DCI or a participating presort bureau in its contracted production network. The Remote Address will look like a regular address, but for a pound sign (#) and number as in #22 below:

Joe Postale
Chief Operating Officer
ABC Corporation, Inc.
#22
14525 SW Millikan Way
Beaverton, OR 97208

The advantages of using a DCI Remote Address include a low cost for your back-end mail processing, reduced costs of final storage at DCI’s National Archival Center, and elimination of both any need to purchase or maintain mail sortation or scanning equipment or to train employees in mail handling and scanning. The security and confidentiality systems employed at DCI Remote Addresses are also state of the art.

Or use Earth Class Mail in your own mailroom!

Some enterprise users of Earth Class Mail may choose to send some mail to their own addresses. This mail may be handled by the enterprise’s own employees, outsourced mailroom organizations such as Pitney Bowes, Oce’, or Xerox, or again, any of the participating presort mailers in our contract production network that may be found in major cities in the United States. For high volumes, the mail handlers will typically use a mail sorter; for lower volumes, we are able to recommend a complete manual induction station (MIST) for manual scanning.

Whether you send you mail directly to a DCI Remote Address or to an address of your own, you are now ready to exercise full control over who uses that address and when.

Step 2: We’ll set up individual Earth Class Mail accounts for your employees or departments

Step 3: Selectively notify mailers of your new addresses

Use of Earth Class Mail does not preclude use of your existing addresses. Instead, you now have the power to choose which address to give out, and for what purpose.

Step 4: Your Employees Log On and Command the Handling of Their Mail

Once your corporate mail is scanned into Earth Class Mail’s system, your employees will get an email that alerts them to new employee mail in their account. As for Automatic Rules Mail, an employee in, say, accounting may simply have that department’s account open all day, checking regularly for new already-scanned invoices to file or forward, and for checks to approve for deposit. Employees, departments, or the enterprise may determine the frequency of these email alerts: in real-time, once a day, once a week, and so on.

They click on a link in the email to go online, where the online interface may say “Earth Class Mail” (or may feature the identity of the enterprise or a mailroom management company). Once they’ve logged into their Earth Class Mail accounts, they will see images of their sealed mail envelopes and can manage them just like they can manage email – they can forward it electronically to another employee, they can recycle, shred, have the original document forwarded to them or someone else, and have the digital and/or original mail pieces archived.

Our patent-pending user choice feature is where the savings begin: Earth Class Mail users only require the delivery, in paper form, of under 10% of their employee mail. The rest is shredded, recycled, or scanned. The savings alone are astonishing; the boost to productivity and convenience is a game-changer.

On the online dashboard at the top of this page, you can see the following:

• The images of the envelopes you have received. Most of the time, the sender is visible in the view above, but clicking on the envelope will magnify the image, and clicking again brings it to life-size.
• The sender, in text form (see the “From” column).
• A description of the piece and estimated pages and weight.
• A history of all actions taken on the piece, by your or anyone who may have transferred it to you.

You will then have the following choices:

• Transfer to a colleague an envelope image and responsibility for the associated mail piece
• Shred or recycle a sealed mail piece without opening it (preferred over 50% of the time)
• Open and scan a mail piece
• Deliver a mail piece to your desk
• Forward-ship a mail piece to another location or person or both
• Archive the original, opened mail piece
• Shred or recycle the opened mail piece
• Archive the scanned contents in our enterprise content management system or one of your own
• Approve, for instant deposit at the bank of your choice, a check