What Is a Digital Mailroom?

 

The contemporary world of business relies largely on technology to streamline everyday internal operations. Digital mailrooms are at the forefront of this trend, with cutting edge technologies used to transform the traditional mail management into a fast and efficient process.

But what exactly are digital mailrooms and how can they help your business save both time and money? Read on as we define the concept, and explore the benefits a digital mailroom could have for your business.

The basics

As the name suggests, a digital mailroom is essentially an electronic version of your tangible postal correspondence. Using sophisticated document scanning and image capture technologies companies can digitalise incoming mail, automate the classification process and systematically deliver it to relevant recipients.

Modernising your business

Today, business growth and the rise of mobile workforces has led to the exponential growth of corporate mail. On average, a medium sized company processes around 100,000 pieces of mail a month, with documents distributed to over 200 different departments. Digital mailrooms bring an efficient electronic edge to managing the huge influx of mail that’s received on a daily basis.

Slash operational costs

Far too many businesses waste time and money on processing mail, filing documents and tracking down content. Digitalised mail rooms take the hassle out of post management by storing all content in electronic form. Staff can then use keywords to search for, locate and send digital mail, at their fingertips.

Backing up files

From unavoidable incidents such as file and theft to simple human errors that result in mail becoming lost or misplaced, traditional post handling services simply don’t offer businesses the total peace of mind that all documents will be 100% accessible on demand. As well as bringing a huge amount of convenience to the mail management process digital mailrooms also ensure that companies comply with legal obligations to retain certain documents. This includes legal obligations to archive documents such as accounting records, staff contracts and so on.

Save paper (and the environment!)

When all mail is digitalised it eliminates the need for staff to photocopy and reprint documents. Instead they can simply search the database to bring up the relevant document, then refer to it on a computer screen or email it to a recipient. This is guaranteed to save businesses money on paper spends, as well as boost eco-friendly credentials.

Think your business could benefit from a digital mailroom? Get in touch with the Pearl Scan team today to discuss the solutions on offer for businesses just like yours.