The way that companies handle their Mail has not changed much over time. This is especially surprising if you had a flip phone in the early aughts because new technological advancements are constantly being released. So it seems strange that the way that mailrooms are handled operates the same way. That is where the modern digital mailroom comes in. Hopefully once you understand how it works, you will better understand how incredible this advancement can be in practice. 

The New Standard for Mailrooms

Digital mailrooms operate a lot differently than traditional mailrooms. Traditional mailrooms require someone to be on-site and sort through the mail to make sure it gets to the proper recipient, a job that takes up significant time and money.

When you use a digital mailroom, you have all of your mail sent to an off-site location. At this location there will be a team of highly trained mail scanners that will open your mail and digitally send it directly to your employee’s computer using specialized software.

The employee will have all of their mail available by simply logging into the software. They will even be able to digitally sort through their incoming mail using filters. With physical mail, employees lose significant time that they could be using to complete important tasks because they have to physically sort through a stack of mail and find important mail pieces. Digital mailrooms allow employees to access their mail with the click of a button.

Other Benefits of Using a Digital Mailroom

The way that the mail is handled by a company has ripple effects from the highest to the lowest parts of the company. We have already gone over how a digital mailroom can make your mail handling process more efficient, but what else can it do?

Mainly, a digital mailroom can save you a lot of money on storage, transportation, duplication and destruction of mail.

Because it is digital, it can be sent around the globe instantly with virtually no cost. Duplication and destruction of a mail piece happen just as easily, and storage of digital mail is incredibly easy. You can get a terabyte flash drive for little cost and store mail pieces on a flash drive, while physical mail just piles up.

On top of all of that, digital mail allows employees to receive and respond to mail at a much faster rate. Because your employees will not have a huge stack of mail on their desk that they need to organize, they have a lot more time to respond to mail. This can cut response times down by weeks in some cases, allowing your company to take on more time sensitive tasks.

Is Digital Mail a Good Fit For Your Company?

Figuring out if any service is going to be a good fit for your company can be complicated. There are a lot of numbers that need to be run, logistics to be figured out, the list goes on. Fortunately, most companies find that digital mailrooms are simple to understand. They benefit a company as they receive more mail, and significantly increase efficiency and reduce costs.