Digitisation of Mail in a Small Company

In the diploma thesis, the author presented the digitisation of mail and the process of digitising documentary material in a small company.

Solution and Method

In the diploma thesis, the author presented the digitisation of mail and the process of digitising documentary material in a small company. Managing this material is an important factor in the company and ensures more efficient operations and time savings compared to physical processing of material. The author described the importance and differences between documentary and archival material, provided everything that belongs to these two groups of material, and presented the legislation in this field.

The author showed the progress of technology that has occurred over time, from the technology of storing music on gramophone records to today, when a USB stick offers a much larger volume of document storage and cloud storage, with the help of which we can access data anywhere and at any time. There are more and more providers of digitisation of documents, material, mail, invoices... The author presented the offer of Pošta Slovenije and everything it provides in the digitisation process, as well as the technological solutions offered to companies by the foreign company Kofax VRS. Pošta Slovenije thus enables companies and individuals to receive mail only in digital form by signing a contract, which is certainly welcome for companies that receive a large amount of documentary material in physical form daily, as managing documents is thus easier and more transparent. ** Kofax VRS** offers companies a whole range of possibilities for digitising various work processes in the company and thus reduces the time of data processing as well as the occurrence of possible errors that occur during physical processing of documents.

The company described dealt with the problem of physical material by developing its own computer programme. This was created by computer scientists according to the instructions of the company director and other employees so that they can use it very well and it meets all the needs of their company. With the digitisation of mail and other documents, they gained time and timeliness, as they can thus access documents faster and their processing is also faster.

Following updates and continuous upgrades of information systems is thus a necessity for all companies, both small and large, as this prevents the number of errors in the work process and gains time, which is a very valuable element in every company today.