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The Need for Tracking in Mailrooms

ShipTrack BlogPost the need for tracking in mailrooms

Missing or lost packages can be costly for mailrooms if they have to compensate the recipient.

A lot of time and effort is spent sorting mail and packages in mailrooms. Too often, a simple mistake or oversight can result in lost packages.  This may also result in turmoil for recipients who need a package to arrive on time. However, mailrooms can avoid the costs and problems of losing mail, while streamlining mail processing with postal tracking software.

This software is especially useful for mailrooms in large institutions.  Mail rooms on university campuses can process  hundreds of letters and packages each day for students, faculty, and staff. Mail recipients can avoid the stress of lost or delayed packages by using tracking software to keep an eye on the location of their packages.

Real Time Paperless Data in Need for Tracking in MailroomsREAL-TIME PAPERLESS DATA

Postal tracking systems streamline the data entry and sorting process in mailrooms. Once a package arrives, it’s scanned and the data is instantly updated in the system. The recipient will then be notified that their package has arrived.

This real-time paperless system avoids confusion and lost information. In addition it provides complete visibility on the location of packages. Recipients can be notified of the estimated time of delivery. As a result,  they know when to expect their package and can plan accordingly.  

Chain of Custody & POD in Need for Tracking in MailroomsCHAIN OF CUSTODY & PROOF OF DELIVERY

A reliable postal tracking system will also prevent packages from being lost. Since the chain of custody is constantly updated in the system with delivery drivers and mailroom staff scanning packages, there is visibility and accountability for the last known location of the package. With this software, delivery drivers and mailroom personnel also require electronic proof of delivery signatures.

These signatures are instantly updated in the system, so the last person who signed for the package is responsible for the package. In the event that a package goes missing, the proof of delivery and chain of custody can be reviewed to find the package. If it happens to never be found, whoever is responsible in the chain of custody can reimburse the package recipient.

Although mailrooms do not usually lose packages, when they do, it can cause serious consequences for the recipients, and also cost the facility reimbursement costs. Postal tracking software can simplify and streamline mail processing in mailrooms and reduce the stress and costs of lost packages. In the case of time-critical packages, recipients can track their packages and have peace of mind knowing when to expect their deliveries.

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