Seven Reasons to Use a Digital Mailroom

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For many modern businesses, snail mail delivery is quickly becoming a thing of the past. Waiting for important documents to be delivered via snail mail can be a real pain. Mail could be delivered late in the day, or late in the week, if it’s ever lost, which could be even more of a hassle. Potential problems like these and more are the reason digital mailrooms are becoming extremely popular, and if you haven’t made the transition yet, then you should.

What is a digital mailroom? Otherwise known as a virtual mailroom, a digital mailroom is a service provided by a special agency that manages all your physical mail, and through the use of automated scanning, they make all your mail available to you immediately, in digital form. There will be no more waiting for the mail carrier to deliver late mail.

Digital mailroom service is usually outsourced through a company that specializes in sorting, formatting and quickly managing all mail. Here is an overview of seven reasons to use a digital mailroom today:

Reason # 1 to switch over – Streamlined management of mail

Instead of opening huge stacks of mail the old-fashioned way and taking a chance on sustaining paper cuts in the process, all your mail will be conveniently sorted, labeled, and filed, so you can quickly locate and access it with the click of a mouse. It doesn’t matter if you’re at the office, at home resting, or across the country, with a digital mailroom, you can access your mail with ease, regardless of where you are. 

Reason # 2 to switch over – Enhanced mail security

The security of your mail is extremely important, and ensuring that your mail is secure 100% of the time with snail mail is nearly impossible. You can’t always prevent private and sensitive mail from falling into the wrong hands once it’s delivered to your office. However, a digital mailroom makes it a cinch to maintain mail security, because in order to assess your mail, a password along with the proper credentials must be entered. In the event sensitive information arrives through the mail system, the outsourced company will appropriately file the document as “sensitive,” only allowing certain individuals within the company to access this type of mail.

Reason # 3 to switch over – Improved customer service

Most companies are always looking for ways to improve customer service, and investing in a digital mailroom will definitely allow you to significantly improve customer service. Not only will switching over to a digital mailroom enable you to manage customer accounts more quickly and efficiently, but a digital mailroom will improve customer service through automation. The ability to receive an immediate automated email when certain documents become available will improve customer satisfaction ten-fold. Both you and all the people you service will notice a huge improvement.

Reason # 4 to switch over – A reduction in operational costs

It is the goal of every business to reduce the overall cost of operations. Switching over to a digital mailroom will enable you to dramatically lower your costs. First of all, you won’t have to purchase and maintain costly office equipment intended to process and scan mail. Secondly, you won’t need any mailroom staff, and you could reassign the workers to work in other departments where their services can be better utilized. 

Reason # 5 to switch over – Improved accuracy 

No one is perfect, and the probability of an employee managing mail in the traditional manner making an error is huge. However, with a convenient digital mailroom, frequent errors will become a thing of the past. Research was conducted on manual entry of mail into digital form versus automated forms. It was discovered that the manual entry method resulted in an average of 11 or 12 errors per 30 sheets as opposed to one or fewer errors per the same number of entries with an outsourced automated system.  

Reason # 6 to switch over – The ability to focus on more important aspects of your business

Many business owners never think about running and managing a mailroom as part of a company, but unless you have a digital mailroom, it definitely becomes necessary once your business grows to a certain point. Unless you’re in the business of managing mail, which you’re likely not if you’re reading this article, opting for a digital mailroom will enable you to change your focus for the better. Instead of managing mailroom staff, ensuring equipment and supplies are maintained, etc, you can focus on other, more important aspects of running your business.

Reason # 7 to switch over – The availability of extra space

By switching over to a digital mailroom, you will have the ability to free up the space where your mailroom used to be, allowing you to utilize that area for something else more useful. Perhaps you are in need of a designated meeting room, breakroom, or storage space. Since you will no longer need an on-site mailroom, you can use the space for anything you’d like.

As you can see, there are many benefits of investing in a digital mailroom. Whether you want to increase the security of your mail or eliminate the need to physically sort through mail, opting for a digital mailroom should be the next thing on your list to improve your company. Just make sure you choose a professional like Tab Service Company so you can ensure your business’s mail is managed with the utmost care and expertise possible. Once you switch over, you ‘re going to wonder why you hadn’t switched over sooner.

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