Document management has undergone many great developments over the years. Back in the day, paper files were more popular, and these papers would be stored inside of cabinets to keep them organized. Nowadays, though, businesses are going digital with their document management, and they do this by utilizing a digital mail process. Using a digital mail process offers many benefits to businesses.
Handle Time-Sensitive and High-Value Documents More Easily
Digital documents can be scanned and identified as “accountable” mail pieces, which helps businesses with meeting compliance regulations. You’ll know whenever documents are received by the parties that require them, which prevents documents from getting lost during delivery. This also helps make sure documents get to their destinations in a timely manner. You can even run document searches and create reports, both of which can produce audit trails. As a result, regulatory compliance is easier than ever to maintain.
Cut Down on Mail Forwarding
Usually, when digital mail is being implemented, businesses will look at the operating process they’re currently using, and determine what changes should be made to both service deliveries as well as service procedures.
There are a few changes that could be made, such as getting rid of physical forwarding of your mail if you don’t think of it as a necessity, or changing when mail runs are done.
Better Collaboration Between Parties
Do you have multiple parties collaborating on a single document? If so, digital mail is preferred over paper documents. In some industries, there may be documents that need to be reviewed or approved immediately, and papers would take quite a while to be transported from one party to another. When you use a digital mail process, you can send and receive files almost instantaneously. Therefore, if you need to work on documents with other parties, you can collaborate much more smoothly.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.