Digital Mailroom

Mailroom Automation Service

Transform your mailroom into a modern, fully automated digital capture center with our digital mailroom mail scanning service. We will receive, sort, and scan your inbound mail at our secure processing facility, distributing relevant mail to members your team the moment it arrives.

Mailroom Automation

Stop Paper at the Source

Modernize Your Mailroom

Your mailroom is the heart of your business, a source of critical communications between you, your customers, and your suppliers. Mailroom automation provides your business with the ability to quickly and efficiently process and distribute postal mail digitally at the moment it arrives, reducing response times and improving the quality of service provided to customers. Other benefits of our digital mailroom service include:

Increased Efficiency

Our digital mailroom solutions bridge the gap between physical mail and email communications, allowing your team to quickly and efficiently access the information they need from one place, regardless of delivery method.

Reduce Costs

Eliminate the need for expensive scanning equipment, software, manual labor, and employee training programs. We provide the technology, the know-how, and everything in-between to make your digital mail dream a reality.

Improve Communication

Slow, outdated manual mail processing can negatively affect the speed and quality of communications between your business and its customers and suppliers. Digital mail produces faster response times and promotes better quality of service.

Stay Compliant

Our HIPAA/HITECH complaint digital mailroom service is designed to exceed your organization’s data privacy regulatory requirements.

Centralize Your Data

Get instant access to any piece of mail without ever leaving your desk, 24/7/365.

Simplify Collaboration

Documents are available on demand, providing accelerated access to vital information, and promoting better communication and collaboration among the members of your team.

Tracking and Accountability

Get a better understanding the information entering your organization and who has access to it by gaining full visibility into the flow of inbound mail.

How does our mail scanning
service work?

  • Mailroom Automation Facility

    1 Inbound Mail is Delivered

    Forward your mail by updating your mailing address, or we can collect it directly from your business PO box, at any volume, and safely transport it to our secure mail processing facility.

  • Mail Sorting

    2 Sorting

    We separate out junk mail prior to scanning, reducing your need to digitize unnecessary mail.

  • Cloud Document

    3 Your Documents are Digitized

    We scan the contents of each approved parcel and upload the digital files into a virtual mailbox for secure remote access.

  • Quality Control

    4 Quality Control

    We manually review every scan to ensure the resulting digital image meets our high-quality standards. Imperfect scans are rescanned.

  • Document Identification

    5 Document Identification

    We identify your documents by the date received and other key information so you can prioritize your work.

  • Digital Mailbox

    6 Ship Critical Mail

    Checks, legal documents, or any other mail you deem important can be returned to you.

  • Paper Shredding

    Optional: Shred Your Documents

    Any remaining original documents can be thrown away, shredded by our NAID® AAA certified document destruction team, or returned to you via postal mail (your preference).

Document Privacy & Security

Ultra-Secure, Incredibly Simple

Prevent your mail from falling into the hands of dumpster divers and data thieves. Our HIPAA and HITECH compliant digital mailroom service provides a secure and well-documented chain of custody for retrieving and delivering your post mail digitally. Your files are encrypted and password protected, preventing anyone without authorization from accessing your mail.

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HIPAA and SOC2 Type 2 Compliant

Replace Your Paper Processes

Bring rationality to the chaos
of mail processing.

Our experience and expertise will transform the way your business handles inbound mail. Whether you operate your business across multiple locations, employ remote teams, or simply want to improve the efficiency of your mail processes, our secure mailroom automation services will help you improve your mail workflow.

Fits Like a Glove

We'll work one on one with you to create an optimized mail pipeline that perfectly aligns with the needs and goals of your organization.

A Complete Solution

We do all of the heavy lifting of transforming your outdated mailroom into a fully automated digital capture solution.

Affordable

Unlike many of our competitors, we adhere to a honest, no-nonsense approach to pricing. You’ll be surprised how much you can save.

Secure is in our name

We invest heavily in security and employee training programs to provide the highest levels of security and compliance in the industry.

World Class Technology

Enjoy enhanced security, an improved workflow, and easy access to your mail from anywhere you get internet access.

Partners in Your Success

We take pride in our commitment to customer service excellence and one-on-one support for every customer.

We're here to help.

If you’re drowning in mail, let SecureScan be your lifeline.

Automate Your Mailroom

The Modern Solution to Mail

Out with the old, in with the new.

If your business is growing, chances are, so is the volume of inbound mail. Unfortunately, paper mail is slow, inefficient, difficult to process, and vunerable to human error and data loss.

Our digital mail service solves these problems and more by replacing your outdated mailroom processes with a conveniently automated paper-free mail pipeline. If you are looking to modernize the way your business handles mail, we can help.

Transform Your Workflow

Your physical mail, delivered digitally.

Streamline the intake and conversion of physical-to-digital mail and gain immediate access to your important data at the click of a button.

Scanned mail is categorized and uploaded into a secure repository of your choice, where you can view, manage, and distribute company communications as you see fit, all in one place.

Common Questions

Get answers to our most frequently asked digital mailroom questions.

A digital mailroom is a hybrid mail and scanning service where incoming mail is scanned, converted into digital files, and delivered as an electronic communication. A Digital mailroom is a modern solution that deals with the issues many organizations face when dealing with the processing and distribution of inbound mail.

Organizations generally consider automated mail pipelines to solve issues related to:

  • Remote employees
  • Multiple business locations
  • Mailroom real estate and associated costs
  • Staffing and workforce costs
  • Slow mail processing times
  • Frustration with outdated processes

After each piece of mail has been scanned, your digital files are manually reviewed by our team to ensure they meet our high image quality standards. Any documents that do not meet these criteria are rescanned.

After the imaging process has been completed, we identify each piece of mail and organize by date received or other key information. Any important items or critical mail will be forwarded to your place of business.

There are many situations in which an organization may have a category of mail they do not wish to scan. No problem, any materials deemed unfit for the scanning/automation process can simply be forwarded on to any address of your choosing without ever being opened.

Yes, we can separate and organize mail in any way that best meets the needs of your organization. We understand that no two businesses are exactly alike, which is why we work one-on-one with every client to create a highly customized mail automation pipeline optimized specifically for your business.

Mailroom automation is a process in which all inbound physical mail is forwarded to a central location, where it is opened, categorized, scanned, and then distributed digitally to the relevant recipients.

 

 

 

Digital Mailroom Service

Kick manual mail processing to the curb.

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