Digital Mailroom

5 Tips for Outsourcing Digital Mailroom Services

Stop fussing with a physical mailroom. Find a mailroom solutions vendor that offers quality digital mailroom services to streamline mailroom operations.

Digital mailroom services have revolutionized an industry that has been unchanged for many years. Physical mailrooms bred chaos and disorganization. Companies now have an efficient solution for handling the massive amounts of incoming mail and data pouring into their organization every day. If you’re ready to outsource your physical mailroom in favor of digital mailroom services, here are five tips to remember when selecting a vendor.

1. Focus on Security

There’s a reason opening someone else’s mail without permission is a federal crime—mail is frequently filled with sensitive and confidential information. Outsourcing your digital mailroom means giving a third-party access to all your company documents. This includes confidential data about your company, your employees, and your customers. For this reason, choosing an outsourced mailroom services vendor that prioritizes security is an absolute imperative. Your digital mailroom vendor should offer complete data protection and have a process for securing important documents.

Be sure that your vendor offers secure cloud storage of all data so that any documents containing sensitive material or personal information will be digitally secured. With these kinds of security measures, only the appropriate recipients will then be able to access the information.

2. Costs

It’s important you conduct a cost-benefit analysis of digital mailroom solutions to determine if you truly need to outsource this task. For certain types of companies, such as small businesses that have a limited amount of incoming mail, outsourced mailroom services may not be relevant or worthwhile. However, if you have even one employee who spends time doing data entry, we guarantee the costs of outsourcing digital mailroom services will be worth it. Manual mail sorting often results in missing documents, late deliveries, and increased labor expenses.

Simply put, an automated system can complete this task much more quickly and efficiently than a person ever could. This frees up your employees’ time to work on tasks that help grow your business.

When shopping for digital mailroom vendors, it’s valuable to get quotes early on in the process. This allows you to assess whether the digital mailroom services you’ll be engaging are actually cost-effective for your business.

3. Partial vs. Full Mailroom Services

It’s important to remember that you don’t have to outsource your entire digital mailroom to your vendor. Trustworthy digital mailroom service providers will be willing to offer flexibility and customization. If you’re not sure whether your company will require partial or complete mailroom services, start by discussing with your legal team. They’ll be able to give you an understanding of if there are any parts of your mailroom you’ll want to exclude from your digital mailroom services. It’s ultimately up to you if you sign up for partial or complete mailroom services.

It’s best to partner with a provider whose services and solutions are customizable. Your company has unique mail needs and your digital mailroom solution should be crafted specifically to address them. Ask your potential vendors what types of solutions they could create for your business.

4. Look For Additional Benefits

The digital mailroom service industry is booming. As a result, there are many vendors to choose from. However, just because there are a lot of choices doesn’t mean that all of them will offer you the same value or level of service. It’s essential to do your research and find a digital mailroom service that offers you all the benefits you need.

5. Allow For Global Accessibility

The modern workforce is scattered, with many organizations having offices in different states, countries, and time zones. The need for remote access to mail and documentation has only increased in the wake of the COVID-19 pandemic as hybrid and remote work models have shot up in popularity. A digital mailroom service allows your employees to access the critical documents they need from anywhere in the world. To ensure you truly reap the benefits of this, make sure you understand how easily you can access your documents with your new digital mailroom service vendor. You don’t want your employees to struggle to get their work documents when they need them. Before officially signing on, ask your vendor if they offer training or onboarding sessions.

With a cloud-based digital mailroom, employees worldwide can access their documents without the hassle of installing or updating software on their individual computers. When vetting a digital mailroom partner, look for one that will train your employees on any and all implemented solutions. This will facilitate a smooth transition and foster a culture of transformation. In short, their job is to make your job as easy as possible!

Find Out More

Scan-Optics is a leader in the digital mailroom industry thanks to our proprietary AI-powered easy.forward™ technology. The easy.forward™ Intelligent Data Management solution recognizes and authenticates your data with 99.9% accuracy. The software is also able to continuously learn and improve over time, so your data processing stays as accurate and efficient as possible.

Ready to take your mailroom operations to the next level? Contact Scan-Optics for more details on how we can help you with your data management needs.

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*This article was originally published on May 20, 2021. It has been updated as of November 14, 2022.

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