Solving Mailroom Clutter for Academic Institutions
Spotlight on Technology
Academic materials, equipment, and personal deliverables for students and staff constantly flood mailrooms, leaving no room for error. High-volume mail seen at these institutions requires proven, scalable solutions that receive and distribute packages quickly, keeping education the focus each day. IST’s Package Track offers a complete chain of custody in receiving mail from other carriers to delivery. Adaptable in design and support with our proprietary software IST Suite, Package Track will keep any mailroom on top of packages.
Challenges of Package Distribution for Academic Institutions
- Various Deliverables: The solution must be scalable, from Amazon packages and equipment to sensitive documents.
- Secure Documentation: Confidential materials and research require efficient documentation for receiving and handling delivery.
- Maximizing Investments: Understanding budget constraints and aging infrastructure, technology updates cannot solely be a one-action solution, but most offer flexibility in benefits.
The Package Track Solution
- Simplicity in Design: Package tracking, made simple. Packages receive an internal label with a tracking number, which is downloaded into our proprietary software IST Suite and recorded on an IST PDA. Scanned packages generate a signable ticket, documenting when mailroom operators specifically receive packages and capture recipient signatures with a mobile device, closing the chain of custody. With each step accounted for, error is obsolete.
- Adaptability for Any infrastructure: IST Package Track scans tracking barcodes of incoming packages into a database containing a list of active users and their receiving locations. Designed for every kind of recipient, mailrooms can categorize package handling for customers at different sites.
- Database Optimization: Removing the added task of spreadsheets for documenting each step, our database actively tracks every production step. Beyond enhancing organization, this integration adds to reporting features to evaluate package volumes, service times, and optimize resources.
Package Track in Action
For one our academic partnerships, Package Track, a part of our MSPT (Mail Sort Package Track) solution, transformed chaos into order for their high-volume mailroom. Prior to IST’s partnership, there was no chain of custody or tracking of mail runs, resulting in error and unhappy customers. Additionally, there was no flex support for the beginning of the school year, when volumes more than tripled.
IST’s Package Track created a documented process for receiving, handling, and delivering packages to students and staff. After incorporating this technology, they handled any incoming deliverable efficiently with reporting features to find room for improvement.
IST’s Package Track simplifies the process by not only prioritizing documentation, but advancing it from spreadsheets to an easy-to-use database. This singular focus makes mailroom production reliable for customers and operators, ensuring the focus is on the classroom, not the mailroom.
