Digital Mailroom: 8 Reasons to Automate Your Mail

USPS truck delivering mail to a digital mailroom location

In today’s fast-paced world, keeping up with the tidal wave of business communications steaming in from every direction can be a daunting task. Even more so for businesses who receive a lot of postal mail.

In a time where digital communication is king, physical mail can feel disorganized and chaotic by comparison, often falling short when it comes to distributing information quickly and efficiently.

Luckily, there is a simple solution: SecureScan’s digital mailroom service. But what exactly is a digital mailroom, and how can our service revolutionize the way you manage your mail? Read on to find out!

What Is a Digital Mailroom?

A digital mailroom is a service in which the physical mail received by your business is diverted to a mail processing facility, where it is scanned and uploaded to the cloud to be shared and distributed among your team digitally.

It effectively takes the physical clutter out of the equation, streamlining the process of receiving, sorting, and distributing postal communications. 

How Does a Digital Mailroom Work?

Our digital mailroom service eliminates the need for manual handling of mail by your team by employing a simple yet incredibly effective 6 step process. Here’s how it works:

  1. We Receive Your Mail: Your business’s postal mail is redirected to our secure mail processing facility via mail forwarding, where we accept it on your behalf. This includes letters, packages, invoices, forms, or any other type of postal communication.
  2. Scanning and Digitizing: Upon receipt, your physical mail is opened by one of our technicians and immediately scanned using one of our high-speed, high-resolution Fujitsu scanners. This process converts your mail into a digital file (typically PDF or TIFF), creating electronic versions of your physical mail. 
  3. Classification and Sorting: Using Optical Character Recognition (OCR) technology, our software then classifies and sorts the digitized mail based on a number of predefined rules and categories. This could be by sender, type of mail, recipient, or any other criteria that suit your business needs. 
  4. Distribution: Once classified and sorted, the digital mail is securely distributed to the designated recipients. This is typically done via email, SFTP, or through a secure online portal where recipients can access their mail directly. We leave this option up to you based on your business needs.
  5. Action and Storage: Recipients can then take necessary action on the digital mail, such as reading, forwarding, responding, or archiving it. Depending on the system, there may also be options for data extraction, integration with other business systems, and long-term storage for easy retrieval and audit purposes.
  6. Disposal: As part of our services, we incorporate a secure shredding procedure for your physical mail. Typically, mail items are preserved for a 30-day period prior to shredding, providing a window should there be a need for the original physical copy. Following this period, any undemanded mail items are automatically shredded. This is an integral step in maintaining adherence to data protection regulations.

By replacing manual tasks with automated processes, our digital mailroom service provides a seamless, efficient, and secure solution for managing business mail.

The Top 8 Reasons to Automate Your Mailroom

1. Efficiency

One of the primary benefits of a digital mailroom is efficiency. It eliminates the time-consuming task of manually sorting and distributing mail, freeing up your staff to focus on more strategic tasks. The digital mailroom service takes care of all the grunt work, delivering your mail in a quick and organized manner.

2. Cost Savings

Mailroom automation also translates into significant cost savings. By eliminating the need for manual mail handling, you reduce labor costs, office space requirements, and mailing supplies expenses. In the long run, this can result in substantial savings for your business.

3. Improved Security

Security is a top priority for any business, and our digital mailroom service ensures that your mail is processed with this in mind. 

Your mail is received by our highly-trained HIPAA certified staff, where it will be immediately categorized and scanned under video surveillance. Post digitization, a myriad of security measures come into effect, including cutting-edge encryption technologies, safeguarding your mail and ensuring its immunity to unauthorized access.

4. Easy Access and Retrieval

With our digital mailroom service, your mail is always at your fingertips. Whether you’re in the office or on the go, you can access your mail from anywhere, at any time. Plus, digital files are easier to search and retrieve, making it a breeze to find specific mail items when needed.

5. Enhanced Tracking

A digital mailroom provides complete visibility into your mail process. You can track the receipt, processing, and distribution of every piece of mail. This enhanced tracking capability ensures accountability and makes it easier to manage your communication.

6. Streamlined Workflow

Our digital mailroom services can integrate your mail with your existing systems, creating a streamlined workflow. Enhance collaboration, improve response times, and make it easier to manage large volumes of mail.

7. Compliance

A digital mailroom can help your business maintain compliance by ensuring that all your mail is handled, stored, and disposed of in accordance with regulatory standards. They also provide audit trails, which can be critical in case of legal or compliance issues.

8. Environmental Friendliness

Our secure mail shredding process incorporates recycling of the residual paper waste. Aside from the added security that comes from the recycling process, it is also a small step towards a more sustainable future.

What Kinds of Businesses Can Benefit from a Digital Mailroom?

Virtually any business that handles a significant volume of mail can benefit from our digital mailroom service. 

This includes law firms, healthcare providers, educational institutions, property management companies, and corporations of all sizes. By automating your mail processes, your business can enjoy greater efficiency, substantial cost savings, and a more organized mail workflow.

What’s Next?

Our digital mailroom service is perfect for modern businesses that value efficiency, security, and cost savings.We take the hassle out of mail management, allowing you to focus on what you do best – running your business. By leveraging the power of automation, you can transform your mail process, enjoy numerous benefits, and take your business to the next level.

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