5 Good Reasons to Use a Digital Mail Process

Vault50.com is an independent review guide covering business and educational products and software. This website contains affiliate links and we may be compensated if you make a purchase after clicking these links.

More and more companies are using digital mail processing in 2017. It is easy to see why.

A good service will be able to convert your traditional, physical mail into digital form from within the mail center.

Not only does this approach offer companies a great way to enhance efficiency, but it also speeds up access to incoming (what can sometimes be very important) documents.

Furthermore, unwanted mail can be dramatically reduced.

Having whetted your appetite, here are 5 good reasons you should consider implementing a digital mail process for your business.

1. Increased efficiency & Mobility

We touched on this above; one of the main reasons to use digital mail processing is the increased efficiency that it will bring.

A well-run system will allow organizations to merge the incoming mail stream with the digital document stream right from the outset.

Having everything combined in this way has a serious knock-on effect. Here are just some of the benefits you can expect:

  • lower processing costs;
  • more responsive customer service;
  • shorter cycle time;
  • vastly lower costs for storing;
  • Accessing materials company wide is made easy;
  • Increased speed on searching, retrieving and reproducing documents
  • improved mail center performance;
  • reduced volume of unwanted mail.

2. Increased control over the organization’s mail handling

A company will have different privacy policies for opening mail. There is also the notion of who has permission to see certain documents.

However, employing a digital mail service can give companies flexibility in the way their mail is handled across the organization.

The different service levels include taking incoming, scannable mail and entering it into the digital workflow.

Or in some divisions, employees are given the ability to instruct the mail center on which documents should be scanned and entered into the workflow.

A third workflow system enables employees to receive digital images of mail pieces. They can then decide what should be scanned and delivered and what should be disposed of.

3. Reduce unwanted mail

As mentioned within the introduction of this article, a good reason to use a digital mail process is to reduce excess mail volume.

Documents in the digital domain are easier to trace and quantify. By tracking the amount of unwanted mail, a company can set out policies to vet and dispose of such mail before it enters the workflow. The end result is employee time saved.

It will also assist with any company “green initiatives” in that less paper is wasted.

4. Nurture collaboration

Digital mail systems will help nurture collaboration between employees both within a particular branch or division, as well as company-wide or even with outside freelancers.

One area that the system helps is where large sections of the workforce work out on site, (construction professionals for instance).

In certain management positions, an individual will be in charge of processing/approving sub-contractor agreements, invoices, and other documents.

Relying on traditional mail for the documents to reach the said person will delay issues considerably.

With digital mail, the manager can have instant access to the mail as soon as it has been received and scanned.

5. Tracking and understanding mail volume

As we mentioned above, turning physical documents into the digital domain makes it much easier to track and quantify how much is being received.

A good system will provide mail managers data about the source of the mail, what volumes there are, and who is receiving or sending and to where.

This hard data allows for more informed decisions on how to better manage mail processes and costs.

Image Credits: Pixabay.com

About V50

The editorial team here at Vault50.com is made up of a number of writers based all over the world. Our interests and experience cover the full range of what we talk about here. Clare Turner is one of our key contributers writing about the home. David Lachance is our resident e-commerce and business guru, if it's anything to do with that, he's your man. Kevin Simpson takes care of the website layout and publishing and also heads up our education section, with in-depth reviews and articles on courses and training. Find out more about all of us here.