For busy organisations, it can be extremely difficult to juggle the large amounts of incoming post – even when there is a dedicated team in place. But thanks to technology, they don’t have to struggle any more if they implement a digital mailroom.
Although the term ‘digital mailroom’ may sound scary, it is actually relatively simple. A digital mailroom is the automation of incoming mail processes. It uses document scanning and capture technology to digitise incoming mail in order to automate, and consequently streamline, the organisation and delivery of mail within a business. Not only can this cut down on time wasted, but can also help to cut down on the unnecessary costs of hiring and training extra staff.
Employees will receive their mail digitally and fully indexed to their own individual email inbox every day. This allows them to view, edit, action or share it at the click of a button, allowing them to quickly get back to what they were doing to begin with.
As you won’t need to store large amounts of mail, you won't need a dedicated room for sorting through mail or somewhere to store filing cabinets full of the documents.
A lot of things come through physical mail. Whether it be mass adverts and booklets or sensitive documents such as invoices and cheques, a digital mailroom means you don’t need to worry about it getting lost or falling into the wrong hands. All incoming mail will be sorted, scanned, indexed and sent directly to the correct inboxes without a second thought.
Did you know that digital documents can actually provide a more secure system? Storing paper copies of files leaves them open to loss, theft and damage, whereas storing them digitally instead can prevent this. File encryptions and password protections can keep documents safe so they cannot be accessed by anyone who doesn't have permission. Digital documents also come with the added bonus of being able to be backed up by cloud platforms which can prevent the loss or damage of all important data.
This is a common question, but thankfully one that has a welcome answer. Thanks to digital mailrooms becoming more widely used, the costs of the services have decreased considerably. Helping to open them up to a wider range of companies, it means that even smaller businesses or companies on a tight budget, can still reap the digital mailroom rewards.