The Case for the Digital Mailroom

The business community has been abuzz lately with the idea of transitioning to a digital mailroom. The traditional mailroom is subject to a variety of pitfalls including, lost mail, slow delivery times, and high overhead. Digital mailrooms offer an alternative that results in more actionable mail. Transactional mail, like checks, can be automatically deposited. Likewise, key information from other important documents like invoices, medical claims, insurance claims, or contracts can be made immediately digitally searchable. Once information is converted to a digital format it is easily integrated into automated workflows or business intelligence platforms. 

One thing some people don’t realize about digital mailrooms is that it also helps to address the glut of digital mail you receive daily as well. A digital mailroom solution merges both paper and electronic mail in a way that’ll make your business information more accessible. Additionally, a digital mailroom solution can be more secure than a traditional mailroom. Some people are concerned that mail forwarded to a digital mailroom solutions provider could fall into the wrong hands. However, in reality, a digital mailroom solution with appropriate audit trails can help you stay compliant and protect your information from document fraud. 

There is a certain nostalgia for physical mail that persists in society. As lovely as it is to receive a handwritten letter, the truth is that most business mail is transactional. Membership applications, claims, legal documents, and purchase orders don’t invoke the same warm, fuzzy feeling as a heartfelt family Christmas card. Ultimately, all of the emails and paper documents flooding into your mailboxes and inboxes are awaiting decisive action. A digital mailroom solution provides a more consistent, secure way to reduce the effort needed to address your mail all while saving you the overhead and lost labor of a traditional mailroom.