Virtual Mail Room is, as the name implies, simply a Post Office for the 21st Century. Data is sent to VMR from the client's own computer systems and delivered, where possible, electronically to their clients within minutes of receipt or by post. The service is FAST - EFFICIENT - SECURE and is HALF THE TOTAL COST of traditional methods. Best of all, there is usually no start up cost or minimum commitment.

VMR's objective is to provide its clients with an improved document delivery capability requiring no (or little) change in their existing systems, software or procedures. This allows for rapid deployment of its services, with minimal impact on the clients 'in house' resources.

This is how it works
The process is broken down into 5 distinct sections:

• Data receipt - data is transferred from the client. This data is encrypted and authenticated and can be accepted 24 hours a day, 7 days a week.
• Formatting and rules processing - data is processed and formatted. As the service is 'rules' based, any rule can be applied at this stage allowing complete control over the formatting and content.
• Delivery - the correctly formatted data is sent out in the medium of choice. It is possible to mix dispatch methods, allowing the recipient to specify print or electronic delivery as best fits their business model.
• Reporting and updating - address changes, delivery failures, etc are immediately reported back to the client.
• Return to Sender- letters returned by the Royal Mail as "gone away" are automatically reported back to the client.

Features of the VMR system
Formatting and rules processing support features such as:

• The Layout is dependant on delivery route, i.e. high resolution fax, colour PDF etc.
• The delivery route is dependant on client preference.
• The delivery route can be dependant on number of pages of document eg do not fax if more than 10 pages.
• Format of content can be provided as a PDF, HTML, XML, Excel Spreadsheet, etc.
• Collation - accounts can be bundled together.
• "Do not send" based on value.
• Copies can be sent to head office/branch offices
• A marketing message can be inserted into all formats

Delivery and service guaranteed
Delivery - the delivery process is carefully managed, so that a secondary route automatically delivers any failures. Specific requirements, such as time restrictions, can be applied.

Reporting and updating - all reports are generated automatically and are sent to the client at specified intervals and in specific formats as determined by the client.

Back up - the data receipt process is a secure and automated one. This allows clients to immediately have a back up/archive of their accounting data.

Customer Support - the success of the customer's business is the success of VMR's. That is why an unequalled level of support is provided to clients from the detailed planning of the project thought to on-going technical support, reporting and enquiry handling.

Flexible - the service can be used to deliver a wide range of documents. Popular amongst these are:

• Monthly Statements of Account
• Invoices
• Credit Notes
• Chaser Letters
• Remittance Advices