Electronic distribution system for mail and documents

Your digital mailbox system for smart document management

At a glance

In many businesses, mail and internal documents are still distributed via conventional mail box systems. This often provides little transparency as to whether and when mailed items or documents have been received.

An electronic mailbox system for mail and documents provides you with a structured and traceable process. Incoming items, whether internal or external, are registered by the system, and the relevant recipients are automatically notified as soon as a delivery has been made.

The documents are stored securely until collected, and are accessible at all times. This enhances the transparency, security and efficiency of your internal mail distribution.

Features and benefits of digital mail and document distribution

24/7 availability

Staff and external contractors can access the necessary documents round the clock.

Log

Delivery can be verified.

Targeted distribution

Mail and documents received from internal and external sources.

Provides planning certainty

Inventories and usage rates are continually updated.

Potential savings

Inventory levels can be reduced, along with production and staff costs.

High-quality hardware

Robust, high-quality units protect important documents from unauthorised access.

How does mail and document distribution work?

Set-up
For in-house mail distribution, user profiles incorporating roles and permissions are created once and assigned to deposit resources. You can, of course, change these settings at any time.

If you also want external contractors to have access to the internal mail distribution system, they can be set up beforehand. They then collect their mail using a QR code or PIN, for example. This means that no documents are lost in the course of internal mail distribution.

Applications

Secure storage of mail and parcels, as well as documents or number plates, takes the pressure off your staff. And your customers will appreciate the convenient service too. Everyone can then collect their deliveries when it actually suits them, even outside office hours.

A smooth process is ensured right from the very first delivery. You can rest assured that documents in your internal mail distribution system will reach the correct recipient securely and with full traceability.

Smart electronic mail distribution system for:

Internal documents
(e.g. confidential mail, files, ...)
External mail
(delivered by the postal service)
Documents for customers
(e.g. important bank documents, ...)
Number plates and driving licences

KePol parcel lockers

The best transfer systems for the first and last mile

Your customers want convenient, round-the-clock access to their incoming parcels and packages. You as a service provider want to deliver parcels independently of business opening and office hours.

KePol makes parcel delivery efficient

Cut costs in the logistics chain
Enhance customer loyalty, with secure and reliable delivery,
whenever and wherever your customer wants it
Convenient, secure and cost-effective collection and depositing of
parcels round the clock

References

Electronic key management at Phoenix Contact GmbH & Co. KG

Facility and vehicle keys are kept secure. Staff from external companies can also prove their identity via the electronic driving licence verification.

Solution Components

Electronic compartment system

Compartments available in various sizes and combinable
Extendable column by column
Individual equipment e.g. vision panel, socket or network cable connection
Optional compartment monitoring
Mechanical emergency release
Installable into walls, mountable on walls or to set up as a stand-alone system
Reliable, robust and durable
Smart locker system with flexible colour design according to your company colours

Modular System

Any combination of drawer, compartment module, storebox, etc. based on a modular system
Expandable by column
Optional compartment monitoring
Mechanical emergency release
Installation as in-wall solution, wall-mounted, or freestanding system
Proven, durable, and robust
Flexible color design aligned with your corporate branding

Reservation platform

Easy and time-accurate reservation - exactly when you need the object. And if you do not need it in the end, an overdue booking is automatically cancelled and released again for other employees.

System platform

The software platform KeMas NET ® is the basis for the administration of all system solutions:

Cross-location administration of all authorisations for persons, objects and devices
Definition of roles and rightsAutomatic report generation of your most important key figures
Can be integrated into your existing software

Interfaces

Interfaces avoid media discontinuity and doubled data maintenance.

CSV - Import of personnel master data
XML - Import / export of master data and authorisations
Webservice - Library for master data, authorisations and actions
OPC server - Display of alarms and events
LDAP - Import of HR master data and system statuses
NFC - Alignment of system-specific features, data (person-, action-related)

Identification

For quick and clear identification of persons and objects. If you already use an identification procedure, we may as well integrate this without high additional effort.

Personal identification, e.g. pin code, ID card, biometrics, QR
Object identification, e.g. RFID tag or label, optical recognition or by weight