Go Green with Document Management

Ditch the Mail Room: Automate Your Snail Mail

Posted by Diane Mitol on Aug 14, 2019 2:17:58 PM

Introduction

While most organizations rely heavily on electronic communications, many still receive daily deliveries of postal mail, affectionately dubbed snail mail.   Don’t get us wrong, the US Postal Workers do a great job delivering mail.  According to the United States Postal Service (USPS):

  • Each day the Postal Service processes and delivers 187.8 million pieces of First-Class Mail.
  • On average, the Postal Service processes 20.2 million pieces of mail each hour, 336,649 each minute and 5,611 each second.
  • the Postal Service processes and delivers 484.8 million pieces of mail each day.

That’s a lot of traditional paper mail being handled every day. How much of that mail ends up in mailrooms at business and government organizations? 

According to the USPS, millions of businesses use postal mail. The vast majority of these have mail center-type operations, including thousands of large, complex corporate mail center operations.

snail-mail-to-Digital-Mailroom

The Pain and Cost of Managing a Physical Mailroom

Your mailroom may be costing as much as $14.83 per item to process every incoming piece of paper mail.

Consider how a traditional mail room handles incoming and outgoing paper mail…

One of the main functions of a mailroom is to handle all the snail mail for the organization. The post office delivers mail for the location to the mailroom and picks up all outgoing mail. The mailroom employees then sort all the mail so it can reach its intended recipients. In some places, the mailroom employees deliver the mail directly to each department, while others require someone from the department to come pick up the mail.

Whether your business is large or small, there are several general mailroom operations that are recommended by the USPS -- such as ensuring that personnel are properly trained for mail security procedures -- in addition to those operations required by your business. More about physical mailroom procedures can be found at USPS.

The bottom line is that maintaining a physical mailroom for your organization can be time-consuming and expensive. 

Now consider the ease of email…

  • Email is fast! You can send a message around the world in seconds.
  • It’s convenient – just type and send.
  • You can add attachments or include links to additional information
  • It’s very low cost and uses no paper

Wouldn’t it be great if all your business snail mail could be handled as easily and efficiently as email?

Introducing the Digital Mailroom

A digital mailroom is the automation of incoming mail processes. Using document scanning and document capture technologies, companies can digitize incoming mail and automate the classification and distribution of mail within the organization. Both paper and electronic mail can be managed through the same process allowing companies to standardize their internal mail distribution procedures and adhere to company compliance policies. (Wikipedia)

Digital Mailroom services are a more secure alternative to internal mail processing, as well as more cost effective and easier to manage. Information gets to the right people faster.  Digital mailrooms provide central control and reporting with regulatory compliance and trackable delivery and workflow. 

Setting Up a Digital Mailroom

The easiest way to get started with a digital mailroom is by contracting with a digital mailroom service .  First, you will set up a post office box address, and have all your organization’s mail delivered there.  The mailroom service will pick it up daily and you’ll be freed from sorting, stacking and delivering the office mail. 

Every piece of mail will be logged-in, organized, and stored securely.  It is opened, prepped and scanned.  Then uploaded to your secure Mailroom Cloud and the appropriate workflow for each is triggered.  The appropriate person(s) in your organization are notified that they have documents and a workflow waiting for them.  They can access the data from any internet connection 24/7, complete their part of the process and trigger the workflow to move to the next step. 

Benefits of a Digital Mailroom include:

  • Lower Cost of Operations
  • One Central Location
  • Regulatory Compliance

Want more information about a digital mailroom? Here’s a white paper you’ll find helpful.  Or, contact Paper Alternative solutions for specific information. 

Get a MailRoom Quote

Topics: Digital Mailroom

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