Every document accounted for, from the gate to the desk.
Smart Mailroom gives every inbound and outbound document a unique reference number and an unbroken audit trail — captured at receipt, notified by email, delivered on an Android device with a signature, and reported on a single dashboard.
Own your mailroom data, not just rent it.
Most corporate mailrooms run on a vendor's system. The vendor holds the records, sets the reporting, and controls what you can see — which makes renegotiation difficult and switching harder still. Smart Mailroom sits with you. Keep your existing vendor and hold them to measurable service levels, or move to an in-house model with the same visibility on day one.
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Vendor-independent records: Every reference number, scan and signature stays in your own database.
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Lower running cost: Fewer manual touches, fewer escalation calls, fewer per-transaction charges.
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Evidence at renewal: Delivery turnaround, attempt rates and volume trends you can put on the table.
One reference number. Six checkpoints. No gaps.
Each document is issued a Letter Identification Number at the counter and carries it to the recipient's desk. Every touch is timestamped against that number, so any query is answered from one screen.
Receipt
Courier bag opened, AWB scanned, sender and recipient recorded.
LIN issued
A unique number is generated and labelled onto the document.
Recipient alerted
Automatic email with sender, courier, pieces and next delivery slot.
Runsheet
Documents grouped by floor and department for the delivery round.
Signed delivery
Android app captures the signature and closes the record on the spot.
Audit trail
Full history retained for compliance, disputes and management review.
Built for the way corporate mailrooms actually run.
Inbound, outbound, inter-branch and returns — handled in one application, with the controls your administration and compliance teams ask for.
Inbound capture
Barcode-assisted entry with no duplicate keying. Automatic sorting by department, floor or recipient, and custom alerts for high-priority mail.
Outbound dispatch
Postal-code mapping picks the right service provider. Labels print with barcodes, and the sender gets a dispatch confirmation automatically.
Employee self-service
Staff raise their own outbound requests and follow the status themselves, which takes the coordination load off the mailroom desk.
Two-level approval
Configurable authorisation before anything leaves the building, with the approver, timestamp and remarks written into the audit trail.
Mobile proof of delivery
An Android app for the delivery round: scan, capture a digital signature at the desk, and close the record without returning to a terminal.
Inter-branch movement
Outscan at origin, inscan at destination, with notifications to both ends and full visibility of the bag while it is in transit.
Nothing leaves without authorisation.
An employee raises the outbound request from their own portal. It routes to the configured approvers in sequence, and only a fully approved request reaches the dispatch desk.
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Configurable levels: Set one or two approvers by department, cost centre or document type.
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Full accountability: Approver identity, timestamp and remarks are written to the record and cannot be edited later.
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No chasing: Requesters see the current stage themselves instead of calling the mailroom.
Direct India Post integration.
India Post carries a large share of statutory and regulatory correspondence, and it is usually the leg of the journey that goes dark. Smart Mailroom books and tracks it from inside the application.
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Book from the application: Shipments are created with India Post directly, with no re-keying into a separate portal.
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Tracking updates itself: Status flows back automatically against the same record, so no one is copying numbers into a tracking website.
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One source of truth: Postal shipments appear in the same dashboard and reports as courier shipments.
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Fewer follow-ups: The desk stops fielding "where is my document" calls for postal consignments.
One dashboard for every movement.
Inbound, outbound, inter-branch and postal shipments report into the same place. Administration heads see the day's position at a glance; auditors get the detail behind any single reference number.
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Live position: Received, pending, delivered and undelivered counts by location and department.
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Performance measures: Turnaround time, attempt rates and volume trends, exportable for review meetings.
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Traceable to the item: Drill from a summary figure to the individual document and its full activity history.
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Compliance ready: Retained records support statutory audits and internal information-security policy.
What changes after go-live.
Less manual effort
Barcode capture and automated notifications remove the register books, spreadsheets and reminder emails.
Disputes settled fast
A signature and timestamp against the reference number ends the "I never received it" conversation.
Works across locations
Branches, plants and a distributed workforce stay served by the same process and the same records.
Decisions on evidence
Real volume and turnaround data replaces anecdote when reviewing staffing or vendor contracts.
The Smart Mailroom application by MRK Infotech helps organisations digitise, streamline and accelerate document handling — to recipients down the hall or across the country. See it running on your own mailroom volumes, with a scenario that matches your sites and document types.
(044) 4356 6359 · +91 94443 81855 / 98405 55191 · support@mrkinfotech.com
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