This file operates like a traditional file cabinet, providing storage for recordings of messages sent and received. They are accompanied by a header message that identifies the sender and the time and date of the message. An addressee can scan incoming messages by listening to these headers, as though looking at return addresses when browsing through regular mail. Messages that an addressee wants to receive can be listened to. Once the message has been received, the addressee can erase the message or transfer it to a voicemail file cabinet. if the addressee wishes to respond, he or she can dictate the response using the telephone.
Many systems are able to automatically attach the voicemail return address to the response.
The addressee also has the option of appending a voice copy of the original message to the response, or the response may be sent separately. These benefits can result from more efficient delivery of telephone messages and interoffice memos. Whether the direct cost savings find their way to the bottom line depends on a variety of factors. Most companies do not cut back staff immediately after installing a system. In fact, some companies must hire additional technical specialists to support and maintain the new system.