While mailrooms remain a critical function of any business, every year they get more expensive to manage. And with more and more workers shifting to remote work, a physical, on-site mailroom doesn't meet their needs. The answer? A centralized, virtual mailroom.
But by outsourcing your mailroom to Datamation, you can dramatically cut your mail handling costs. All of your critical incoming documents—billing statements, invoices, letters, purchase orders, membership applications, employment applications, insurance appeals, and legal documents—can be electronically converted and sent to your team in a convenient digital format, before you knew you needed them.
The result: your staff can receive all their mail in timely manner no matter where they work.
Is your office shifting to remote work? Datamation can help ensure your distributed staff gets the communication and correspondence they need. Contact us today!
How Mailroom Outsourcing Works
Our experienced operators will scan all mail on the same day it arrives and convert the documents to a digital file format. Images of all documents will be emailed to your team and/or uploaded to your server, accounting system, ERP system, or document management system. Because every piece of mail will be made digital, there will also be less of a need to make copies, cutting your costs even further. This is the first step to automating all of your cost centers.
Because Datamation handles all of your mail scanning services, it eliminates the need for the expense of manual labor, meaning more of your payroll will be dedicated to the talent you need for your business to shine. Our data capture systems enable you to carry every piece of mail with you in your email inbox, decreasing clutter and the likelihood important documents are lost.
Outsourced mail services are especially useful for companies heavily reliant on paper documents that ultimately require digitization. Companies that deal in healthcare, banking, insurance, transportation, and logistics have shown exceptional financial and automated workflow benefits from outsourcing their mailrooms.
Mailroom Outsourcing Solutions
These are our typical solutions for our clients:
1. Standard Mail Scanning Services
With this service, you would either ship your mail to us or we’d have a courier pick it up. We’ll open envelopes, prep the documents for scanning, scan them, and deliver you electronic files in whatever format you prefer. PDF is what is typically requested, but we can do any format if your systems have a different need.
This is generally performed as stand-alone jobs whenever you have mail you want to clear out.
2. Mail Scanning and Processing
Once again, you would either ship your mail to us or our courier would pick it up on a pre-determined schedule (every other week, once per week, multiple times per week, etc.). We’d open, prep, and scan all documents.
The difference is that once the documents have been scanned, we’ll process the digital mail into workflows. This can be anything from sending the recipient an email with the document attached, to filing items away in a document management system or ERP, to even starting an approval process for invoices.
We can also intake your electronic mail (like invoices or claims) to process them through the same system. This way you’ll have all of your incoming mail in one place, regardless of how it was sent to you.
This is generally an ongoing service, and best for local companies.
3. A Full Virtual Mailroom
With this solution, Datamation will pick up mail from a local P.O. Box. This means our company will receive your letters, invoices, claims, etc. and you never have to deal with paper mail again.
Once we determine a pickup schedule, we’ll open, sort, prep, and scan your mail into crisp digital images. Documents can be delivered in PDF (or another file format), or fully processed. Additionally, if you opt for processing, we can also receive your electronic mail and process it alongside your paper mail.
This is also generally an ongoing service, and good for any company in the United States.
4. Your Own Fully-Customized Mailroom Solution
Do none of the first three solutions seem right for your business? No problem! What makes us different from other mailroom outsourcing companies is that we'll work with you to create the perfect way to take your mailroom paperless. You may want to scan your own mail and we’ll process it. Or you may want us to only process invoices that are received electronically. We can also help you create your own paper-eliminating, in-house process with a combination of hardware and software.
No matter how you prefer to work, we’ll help you come up with the right tools to do it. We’re happy to work with you on a solution that fits your company culture and your budget.
Benefits Of Using An Outsourced Mail Service
Setting aside the obvious benefits in reduced cost of manual labor, there are a number of other perks associated with outsourcing your incoming mail:
Touchless digital conversion
Our document capture and scanning software will ensure that your employees don’t waste time converting incoming mail into a digital format. Incoming mail will go straight from the mailbox to your inbox.
Security and confidentiality
Datamation uses a three-step verification process to ensure that every piece of mail you receive is captured and sent to the recipients you specify.
Quick and easy access to documents
Incoming mail will enable you to receive every piece of mail converted to email, which is available at the click of a mouse or the tap of a screen. No more sorting documents or waiting until the mailman shows up to rummage through a pile of papers for the one thing you really needed.
Interoffice mail delivery can be a complicated process, especially for large companies. By outsourcing your mailroom, you take the first step in fully automating your company’s workflow—all with the confidence every incoming document is delivered where it should be. Mailroom employees can spend more than half their day simply sorting all the incoming and interoffice mail. A centralized, automated sorting system reduces that risk substantially.
Minimize the risk of misplaced, delayed or lost documents by digitizing them the same day they arrive.
Managing labor cost is of paramount importance. Focus your labor on the kind of front-end talent necessary to be a leader in your industry. You know your core business—and it isn’t delivering the mail.
Save office space
Needless to say, the mailroom is an actual room—one that tends to be stuffed with overflowing boxes and recycling totes. All that paper eventually gets moved around the building and can clutter up public space. When a client walks in and sees a reception desk buried in paper it can send a message your office is disorganized. Save the space hard copy mail can take up and make your office a cleaner, more organized—and eco-friendly— place to work.
No more lost mail
When you tell someone something must have been lost in the mail, it sounds like “my dog ate my homework.” Lost mail is a fact of life, but once it arrives where it should, there’s no excuse. By automatically digitizing incoming mail, you eliminate the chance that anything can be lost.