The world continues to grow increasingly virtual, and companies interested in staying afloat are following suit. Perhaps the quintessential example of this ongoing transformation is the rise of “digital mailrooms.” We invite you to read along below for a quick primer on the various facets/features of digital mailrooms—and how they can help companies of all sizes.
What Is a Digital Mailroom?
Simply put, a digital mailroom is a service that outsources the management of incoming paper and email documents to a specialized company. This company uses document scanning and similar/related capture techniques to convert paper documents into digital formats, which can be delivered to recipients electronically. Emails are also processed to extract files and attachments, which are properly formatted for automated processing.
The Perks of a Digital Mailroom
The benefits of using a digital mailroom are, in a word, ranging. What follows might be considered a scratch at the surface ( although of course, the scratch-proof nature of the format is itself a benefit…):
Automate Business Processes: A digital mailroom eliminates time-consuming, labor-intensive, paper-based tasks that can lead to errors, wasted time, and dissatisfied customers. This can help you streamline your processes and save time and money.
How Does a Digital Mailroom Work?
When outsourcing your mailroom, all incoming mail is directed to a dedicated P.O. box monitored by your mailroom outsourcing partner. At whatever interval you choose (e.g., daily, weekly…), mail is brought to the secure document scanning facility where it’s opened, prepped, scanned, indexed, and digitally routed to you for processing.
Incoming emails are received at a dedicated inbox, monitored closely by your third-party digital team. Important documents you receive—whether embedded or as attachments—are extracted from email messages, separated if necessary, and converted into the right file format for processing. Data is captured carefully and comprehensively from each document. Finally, the captured data, along with a digital image of each document, is sent your way.
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.