The Shift to Digital Mailrooms

For hundreds of years, the U.S. Postal Service has been a main medium of communication for businesses and individuals alike. Back in its early days, distributing physical mail via stagecoach, train, and eventually truck was undisputedly the most efficient means of long distance communication. But in a world where technology has improved efficiency in almost every aspect of the workplace, businesses and institutions have found more instantaneous and cost-effective ways to communicate within the industry.

Despite the fact that telephones, fax machines, email, and even videoconference capabilities are found in nearly every modern workplace, traditional mail communications have not yet been fully phased out (and probably won’t be anytime soon). The familiarity and simplicity of mail communication is apparently not something that most businesspeople are ready to give up. In addition, physical mail is still regarded as the best way to communicate formality in the professional world, and it is common for organizations to send out important documents by mail.

This constant exchange of physical mail necessitates the establishment of a functional mailroom in nearly every large business in order to keep processes running smoothly within the organization. Unfortunately, many businesses still run their mailrooms the old-fashioned way, and complete all processing and distribution manually. The staff and workspace needed to keep a mailroom like this running leads to unnecessarily high operating costs and long processing times. What these institutions are not aware of, however, is that digital mailroom options offer far more capabilities for a fraction of the cost.

Digital mailrooms are on-site or off-site operations that process mail through an online system that tracks incoming mail, organizes pick-ups, and disposes of junk-mail. Mailroom staff are responsible for taking a quick picture of each item and placing it in an assigned location for easy retrieval. The intended recipient of the item then receives a message containing an image of the item, and has the option to schedule a pickup time, mark the item as junk, forward the item, or have the item scanned and sent to them digitally. This helps control mailroom traffic by reducing the number of people who check their mail every day, and lowers the number of staff members needed for operation.

The amount of technological progress that has been made in the last century is truly astounding, but true businesspeople know that technology is not simply a thing marvel at, it needs to be applied in order keep up in today’s industry. Digital mailrooms create a seamless link between the physical mail communication of the past and digital mail communication of today, helping organizations serve their clients as efficiently as possible.

If you work for a larger company, you are probably aware of the benefits that the digital mailroom model would bring. The flexible modeling of the solution makes it applicable to organizations of all kinds, and has been employed worldwide with surprising success. If your company is looking for ways to increase productivity, eliminate lost and stolen mail, free up office space, and reduce operating costs, digital mailrooms are a sure way to give you a leg up on your competitors.

If you would like to learn more about how digital mailrooms can help your business succeed in today’s industry, take a look at Datrose’s Guide to Outsourcing, or contact us at 585-265-1780.

Elijah Buck, Marketing Intern, Datrose Inc.