Complete Guide: Why You Should Use Digital Mailrooms? ✉️

time to read article5 minutes

article date Feb 24, 2021

Digital mailrooms are the talk of the town these days. Organizations are adopting them, residential complexes feature them, and your office is probably pondering over them as well!

With all the hype around this fancy new advancement in a centuries old practice, you might be wondering what it’s all about. And we don’t blame you for that. It’s hard to keep up with the daily advancements in technology. Which is why we have written this comprehensive guide on everything about digital mailrooms, and why you should use them! Let's begin!

Furthermore, according to an AIMS Research Paper, 60% of the users reported better mail traceability and compliance after digital mailroom implementation. Ultimately, if you want to streamline your mail operations, using digital mailroom automation software is the way to go!

Benefits of Having a Digital Mailroom

Digital mailroom services have done wonders to change the industry as we know it. It has helped mailrooms become a cornerstone department in many of the world’s leading organizations. Digital mailrooms are central to the operational efficiency of organizations because as organizations grow, so too do the documents they create, send and receive. They require a system that can keep track of the movement of all of their valuable documents.

By incorporating digital mailroom technology in your organization, you can revolutionize the way your company deals with mail. You can optimize your mailroom workflow, so errors are minimized. Here are the top seven advantages of having a digital mailroom:

1. Increased Efficiency

Automating your mailroom can help speed up mail and package intake and delivery processes. Meaning, information reaches its rightful recipient in considerably less time. This helps reduce overhead costs in the long-run. With an effective system in place, the chances of errors are also minimized.

Automation also saves time and money and facilitates cash flow back into the company. Moreover, digital mail can be coded and have its data stored in a directory when items are scanned. This allows to easily be incorporated in internal processes unlike physical mail.

2. Operate Your Mailroom from Anywhere

Due to the pandemic, remote work has become a common practice. With a remote workforce, sending paper mail can be a tedious task. Similarly, sending work related packages to various locations can be troublesome.

Digital mailroom services help greatly with this problem. Employees can access important information from wherever they are working, increasing productivity and, in turn, elevates customer satisfaction.

In case of packages, an efficient mailroom app can help employees better manage them even while residing in different places. Hence, if your employees are working remotely, digital mailroom services can prove to be of utmost importance.

3. Improved Customer Satisfaction

The majority of troubles related to customer service are usually missing paperwork, poor response to queries and bad communication. A digital mailroom can help you avoid all of this. That’s because it greatly streamlines your day-to-day administration and helps you enhance your profit margins. Digital mailroom services can help you improve your relationships with your customers.

By digitizing your mail, you can also streamline your claims processes. Your customers won’t be using various different channels to contact you. Instead, all channels can be merged into one single workflow. This feature helps you handle claims more efficiently without being overwhelmed.

You can route all communication to the relevant departments as well. If claims’ management is done without a hassle, your customers are bound to be happy. Happy customers are returning customers!

4. Simplified Compliance

Digital mailroom compliance measures help your organization manage data obligations in an efficient manner. Data subjects can easily exercise their data rights and facilitate your wider compliance strategy. All confidential documents are properly protected which is important in order to align with strict (General Data Protection Regulation) GDPR rules.

Usually, the process of digitizing your mailroom is accompanied by skilled experts. They can effectively guide you in regards to adhering to GDPR policy. With software that automatically relegates employees to be in compliance with GDPR policy, you no longer need to hire or consult experts.

5. Cost Effectiveness

In a traditional mailroom, a lot of employees are required. They are the ones responsible for sorting, scanning and delivering mail. In large organizations and agencies, a huge amount of mail comes in every day. That’s why you’ll often see mailroom clerks making rounds and delivering packages. A digital mailroom reduces the number of workers needed; thereby, automating.

This means your organization does not have to spend a lot on hiring and retaining employees. Similarly, a digital mailroom helps companies go paperless. Since, paper use accounts for a huge portion of operational costs, this can help organizations save more money.

With less money being spent on these things, businesses gain the incentive to invest in other areas, allowing for cost reduction and technology enhancements to happen at the same time.

6. Improved Security

The greatest risk to document security is human error. Sometimes, employees can misplace physical files and lose track of incoming mail. They can also send the wrong package to the wrong person. These mistakes aren’t uncommon, especially since the mailroom is a chaotic workplace.

Digital mailroom technology takes away additional human input from package processing, serving to greatly decrease the chances of error. They prioritize security and come equipped with theft protection technologies to help enhance package safety.

For every large organization, it is imperative to identify compliance weak spots and take effective measures to address them. A digital mailroom service greatly favors that process.

Here’s how a digital mailroom can help you enhance security:

• Rapid access to mail can reduce interference and limit the decision cycle.

• Offers increased control and visibility for all incoming mail and packages.

• Detailed auditing and reporting increase traceability.

• All remote access through devices like phones and tablets is completely secure.

• Implements role-based security policies.

• Proof of delivery ensures nobody but the rightful recipient can access confidential information.

7. Reduced Paper Waste

Many companies run on paper-based processes. Printing, photocopying and packaging constitutes paper usage in most organizations. More paper use means more paper is getting wasted. It’s not uncommon to find paper baskets full to the brim in office cubicles.

With digitized mail, staff has no need to handle incoming paper. With a reduced use of paper, paper waste also decreases drastically. This small step makes a lot of headway when it comes to protecting the environment.

How to Go Digital With Your Mailroom?

If you are still following traditional methods of operating your mailroom, then now it is time that you go digital with your mailroom. Going digital is not difficult at all. You can simply buy a subscription of a mail management solution that can help you automate your mailroom operations in a snap.

Only after considering all these factors, will you be able to choose the best digital mailroom software out there. It might cost you a little initially but will pay off in the longer run. Hopefully, this article has given you more insight into how digital mailrooms work and why they are necessary for the dynamic work environment.

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