Great strides have been made in the digitalisation of inbound company mail in recent years. But there is still a significant amount that has to be delivered manually: registered mail, document originals, certificates, catalogues, consignments of goods, etc. And with large organisations with thousands of staff, this can add up to several hundred mailings a day.
NetLocker supports mail room staff to deliver these items in a safe, flexible and traceable way.
Main Benefits
- Mail drop system, in order to separate the steps of delivering and receiving the mail from each other
- Decentralised, in order to address the move towards Open Space or Hot Desk offices
- Electronic, in order to control access and to facilitate traceable deliveries
- Dynamic, in order to determine the required number of mailboxes statistically rather than nominally and to be able to handle different sized mail items
- Open architecture, which allows deployment in house (on-premises), in the Cloud or a combination of both. No software is installed on the company’s PCs
- Flexible, through the mapping of teams, substitutes, Wizard functions, absences, forwarding routines, returns, re-routing, …
Core Processes
Inbound mail
As far as possible, inbound mail is digitalised. The rest is handled by NetLocker.
Each item of mail is recorded
Recipient, size, weight and a photo are recorded, using sensors if desired. The mail item is given a tracking ID.
Unique tracking ID
After all data has been recorded, a sticker is printed for each mail item with the tracking ID and the name of the destination mailbox system.
Preparation for delivery
The mail is sorted according to the destination mailbox system and is ready to be taken out for delivery.
Scanning and delivery of the mail items
After the delivery person registers with their company ID card, each mail item is scanned individually using a robust and powerful scanner.
Opening the assigned destination mailbox
The assigned mailbox opens, the delivery person places the mail item in the box and closes it again. This eliminates the possibility of mail being delivered to the wrong person.
Authentication
The delivery person authenticates themselves using their company ID card.
Boxes containing uncollected mail open
The delivery person removes the uncollected mail items and brings them back to the mail room, where they are handled using the NetLocker process for uncollected mail.
You have mail!
Recipients are informed by e-mail or by SMS that they have mail and where they can pick it up.
Authentication through company ID card
All mailboxes that contain mail for the corresponding user open immediately.
Removal of the mail
Delivery is now complete. The timestamp and the user are logged. Recording the user is relevant in the case that mail is being collected by a designated deputy.
The Equipment
Adaptable, attractive and easy to use. Our equipment ticks all the boxes.
Modular and expandable
The Cabinet System
Every customers’ needs are different. How many boxes are needed? What size should they be? The equipment should complement the existing interior design as much as possible. The right colours and materials have to be selected. We have developed a standard system, which, through its modularity, covers a broad scope of applications. Beyond that, there are (almost) no limits.
Robust and powerful
The Technical Unit
The cabinet gets the intelligence it needs through the cabinet controller (NDC – NetLocker Device Controller). It communicates with the server system, it drives the RFID and barcode readers and it controls the electronic locks. A touchscreen is available as an option, in order to facilitate further interactive applications.
The RFID reader can read all commonly-used cards. In the case of MIFARE and LEGIC chips, customer segments can also be read.
The Software
NetLocker consists of several software components, which, by working together and by using Web technologies, demonstrate their capabilities
The central unit
NetLocker Server
This is where it all happens. Mail is registered here, the cabinets are configured and monitored, and user roles are defined and administered. Through a Self Service Portal, every member of staff can define their own delivery rules by recording substitutes, forwarding routines and absences. Web-based. Of course.
MATOMA GmbH 
