What Is a Digital Mailroom?

You’ve probably heard the term before, but what is a digital mailroom, really? A digital mailroom is a way to process the incoming documents that enter your organization faster and more efficiently. Paper mail is processed using document scanning and capture techniques, which digitize files, to make them available electronically. Emails are monitored to extract embedded files and attachments, which are then properly formatted for automated processing.

For businesses of all types and sizes, it’s tough to keep up with the mail and email that’s constantly coming in. Not only is mail management a drain on staff resources, but falling behind with it can cause repercussions like slow customer service, noncompliance issues, and fees for late payments.

With a digital mailroom, you can put your incoming mail management on a dedicated platform, saving time and frustration and enabling you to work on important documents faster.

A digital mailroom can help you with both paper mail and mail packages.

Here’s everything you need to know about a digital mailroom and how it can help you with both paper mail and email.

What Are the Benefits of Digital Mailroom Services?

All companies in all industries can benefit from using a digital mailroom. You can utilize such a solution to streamline several processes, such as invoice processing. With a digital mailroom, AP teams can reduce invoice processing time and costs. In fact, a report by the Institute of Finance and Management states that the average invoice costs $15 to process manually, but only $3 or less to process digitally.

And the benefits don’t have to end with your AP department. There are countless advantages of using a mailroom automation solution that can span across your organization. Here are just a few:

• Automate your business processes: Finally do away with time-consuming, labor-intensive, paper-based tasks that lead to costly errors, wasted time, unhappy employees, and dissatisfied customers.
• Boost productivity: By eliminating the manual work of opening, sorting, and distributing mail, employees can focus on core tasks.
• Improve employee satisfaction: Employees are happier when their jobs are easier. A digital mailroom ensures the information employees need is right at their fingertips, so they no longer need to search through piles of paper or emails to obtain it. This results in improved job satisfaction levels and retention rates, meaning you can navigate The Great Resignation with ease.
• Ensure compliance: By digital your mailroom, you can rest assured that you’ll receive your incoming documents in a timely manner, so you can meet regulatory guidelines.
• Cost reduction: According to a survey by Deloitte, cost reduction is the main reason for digitizing 70% of business processes. Since the mailroom is a core operational component of any business, it is an ideal area for digitization.
• Reduce your carbon footprint: A digital mailroom can help you help the environment by minimizing greenhouse emissions. With your mail easily accessible right from your device, there’s no need for it to be transported to you.

Is a Digital Mailroom Right for My Business?

No matter your industry or business size, digital mailroom services can benefit you. Receiving perfectly prepped data and digital documents allows you to process your time-sensitive documents—like invoices, purchase orders, membership and employment applications, and grievances and appeals—much quicker. You’ll be able to provide prompt customer service, and make maintaining compliance much simpler.