Technological innovations happen faster than we can bat an eye at, and there is no end in sight. For years now, there have been organizations digitizing their mail process. Physical mailings can be misplaced, damaged, or misdelivered. Converting traditional mail to digital mail reduces such errors, increases efficiency, and provides faster delivery.
Understand the digital process
Digital mail is generally paper mail that is scanned and delivered to the recipient electronically. Mail sent through USPS is delivered to an organization’s mail center and sorted into scannable and non-scannable mail. Depending on the organization’s procedures, scannable pieces are sent to be opened, scanned, and then delivered electronically or physically. In some cases, the mail is not delivered at all based on the nature of the piece. Non-scannable mail is provided traditionally. Mail sent electronically is received via email with a link to TIFF or PDF format mail, and addressees can handle it the same as any other email.
Digital mail allows the mail to get the addressee faster, allowing for several benefits. Because it is introduced to the digital document stream at the earliest point, this leads to higher productivity, shorter cycle time; lower processing and storage costs; more efficient customer service; reduced junk mail; better understanding of incoming mail, and greater delivery accuracy.
Manage high-volume and time-sensitive mail
Digitizing mail systems allows the process of receiving mail to be significantly faster. Once the mail is scanned, it can better meet the compliance requirements for many organizations. In today’s business environment, there is a significant presence of accountability. Unless paper mail is certified, once it is in the mailbox, it’s a matter of trusting the system and hoping the addressee will act promptly. This is not the case with digital mail. Digital mail is scanned and sent immediately, and there is virtually no excuse. Digital mail can be labeled and accounted for through the digitized system, improving compliance and allowing for an audit trail.
Reduce mail forwarding
Couriers can prolong the process of getting mail where it needs to be. The digital mailing system eliminates the need for mail forwarding in companies as it can be sent from the mailroom directly to any facility, local or remote. Where couriers are still necessary, digital mailing systems can reduce the need for multiple courier runs, thus saving the organization money.
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.