FAQ

Is MailSurity offered as a software product or a service?
How is mail routed?
How do I know if I’ve received mail?
How do I access my mail?
Do I need any special software to read my mail?
How do I forward mail to someone else?
What do I do if I need the original documents?
Does the system track who has received each letter?
Can I search the database for specific letters?
What happens to my mail when I’m on vacation?
How long are mail images retained?
What formats are the mail images in?
Can images be exported to other applications?
How secure is the system?
What reports are provided on the scanning and routing process?
What scanners can be used?
How does the Compliance module work?
Does MailSurity have a leasing program?
What does MailSurity cost?

Is MailSurity offered as a software product or a service?
Both. MailSurity’s Digital Mail system can be licensed for in-house operations or the scanning process can be provided as an outsourced service through MailSurity’s service bureau partners.

How is mail routed?
MailSurity software OCRs the scanned images and extracts the names of the sender and recipient. It then uses a combination of database lookup, the “sound” of the name and pattern recognition to find the correct recipient.

How do I know if I’ve received mail?
You will receive an email notifying you that you have received mail. Clicking on a link in the email brings you to the web page to display your mail.

How do I access my mail?
Since the system is web enabled, you can access your mail from any web browser.

Do I need any special software to read my mail?
The only software required is a web browser and Adobe Acrobat Reader.

How do I forward mail to someone else?
You forward mail in the same way you do email by simply selecting the names of the people you want to forward the mail to. You can also forward a letter with a note attached.

What do I do if I need the original documents?
When you need an original letter, you simply click on a button and a request for the original is sent to the mailroom administrator to retrieve the letter.

Does the system track who has received each letter?
The system keeps an audit trail of every person to whom a letter is sent or forwarded.

Can I search the database for specific letters?
You can search the database for letters by sender and key words for any specified date range.

What happens to my mail when I’m on vacation?
When you’re on vacation, you can access your mail over the Internet or you can have it automatically forwarded to someone of your choosing.

How long are mail images retained?
The length of time mail is kept is a matter of company policy. When it is removed from the server, the mail can be archive for as long as necessary.

What formats are the mail images in?
The mail is scanned as tiff images that are then converted to pdf. That way all of the images for a given letter are combined regardless of the number of pages.

Can images be exported to other applications?
Yes. They can be sent in either tiff or pdf format to any other application such as document management or CRM.

How secure is the system?
MailSurity’s software maintains the highest security standards. Every letter is encrypted using and stored on a server behind your corporate firewall.

What reports are provided on the scanning and routing process?
The system provides a wide range of reports that allows the system administrator to monitor the scanning and conversion process. It also provides data on mail volume processed by cost center.

What scanners can be used?
MailSurity’s software can be used with any scanner. However, the OPEX AS3600i is the most cost effective because it eliminates the prep work required by other scanners.

How does the Compliance module work?
MailSurity’s Compliance module analyzes the text for specific words and phrases that might indicate inappropriate employee behavior. If a match is found, a copy of the letter is sent to the company compliance office for follow-up.

Does MailSurity have a leasing program?
Yes. Both the hardware and software can be leased through MailSurity’s leasing program.

What does MailSurity cost?
The licensing and maintenance costs depend on the volume of mail processed monthly starting as low as $25,000. As an outsourced service, scanning can be done for less than $0.30 per letter.