For organizations that span multiple sites and campuses, such as universities, manually processing items for transit adds another layer of complexity that can extend internal delivery times.

Not only is any manual  process slow and inefficient – with recipients possibly waiting a few days for their item – but the likelihood of human error increases the risk that parcels may get lost or delivered to the wrong recipient.

Delayed or lost deliveries are challenges that all organizations face, but while there is little control over the carrier service used to get the parcel to your organization, any internal inefficiencies should be evaluated and remedied with a digital inbound tracking system.

Automating Incoming Delivery Management Benefits All

Using digital solutions that can automatically scan, track and record the exact position of a parcel within a business means final recipients are never left in any doubt that their delivery will arrive. And for those managing the delivery, a digital solution makes pinpointing the exact status and location of the package both quick and easy.

Here is how it works. An inbound tracking system scans packages the second they arrive, prints a barcoded label and notifies recipients via an automated email.  Recipients receive the email in real time, which reduces calls to the mail center asking “where is my parcel”.  If packages are kept in a central location, versus sent out for delivery, these real-time notifications encourage fast pickup. Having the ability to sign for products electronically completes the digital chain of custody, rendering the entire process completely paperless.

Life for those in charge of transit to each checkpoint gets easier too. With the use of handheld scanners, employees use barcode technology to quickly register parcels– with barcodes easily generated and printed for those packages that don’t already have one. Delivery routes can be linked to recipient locations, allowing the system to allocate where items need to be and which route to use to get them there.

At each checkpoint in the process, the package barcodes are scanned and the status updated. Information from the scan, including recipient, time, date and tracking number, is stored in a central database which can be viewed via a web-based portal.  The database can be used to look up the status of one parcel in response to an inquiry, or to provide management aggregate data to analyze processes, identifying where bottle-necks still exist and how best to remove them.

Handheld scanners with integrated cameras can help to settle disputes regarding the state of delivered packages. All too often, packages are damaged in transit and blame is unfairly levelled at the employee who ultimately delivers the item. If photos can be taken at each checkpoint, employees have proof that damage took place earlier in the chain.

Key Benefits of a Digitized Parcel Tracking Tool

• Items are digitally tracked, capturing time, date and tracking numbers for each recipient’s parcel, greatly reducing the risk of lost packages
• Hand scanning devices provide ease and flexibility to those in charge of processing
• Electronic signatures ensure completely paperless end-to-end digital tracking
• Centralized tracking of parcels within buildings and across multiple sites
• Detailed process recording helps with the identification of bottlenecks and enables organizations to streamline