An Introduction to Digital Mail Service
In the last decade or so, the volume of mail has grown exponentially and this is a continuous process fuelled by new business growth and a mobile workforce. An example: A medium-sized business establishment processes approximately 100,000 mail or documents in any given month making the corporate mailroom a vital aspect of such businesses. As a result, mail is sometimes lost or delivered to the wrong person. To add to this is large volumes of paper that needs to be discarded. A digital mail service makes the entire process of receiving, sorting, and discarding mail much easier.
What is a Digital Mail Service?
When you combine a hybrid mail service with that of a mail scanning service then you get a digitized mail service or a digital mailroom. The service incorporates a process through which it is able to convert all incoming mail into a digital form, which is then delivered to the recipient electronically. This type of mail digitization is also known as automation of incoming mail process and requires extensive use of document scanning as well as document capture technology.
The most important aspect of the mail scanning service is the process of document capture. The process involves scanning of paper documents or mail received at your virtual address. Once the mail or documents are scanned they can easily be archived over the internet and on cloud based storage, so that they can be retrieved whenever required.
The automation of all inbound and outbound business or personal mail is done at a digital mail center. Digital mail service is quite popular among startups and new businesses because it is not expensive and electronic mail can be managed with ease, which leads to business optimization.
How Digital Mail differs from Traditional or Snail Mail?
Traditional mail also known as postal service or snail mail has existed over a century and is still being used across the world. The question is why is digital mail popular? The answer lies in the difference and the purpose of a digital mail service.
- Delivery: Digital mail works great for international mail delivery. Normally, an international mail has a longer delivery time as compared to local delivery by traditional post unless you are expediting it, which is quite expensive. On the contrary, digital mail is not expensive and you will receive the contents of your mail over the electronic medium. This is made possible by a mail scanning service that scans the mail envelope or the contents. So, the traditional mail is received locally and sent over to the recipient electronically.
- Sorting: Traditional mail works through a process where a document is dispatched and upon arrival at the intended location, it is sorted at an in-house mail center of the company. It is then delivered to the respective recipient. This can be a time consuming process depending on the size of the organization. In a digital mail service process, the mail once received is immediately scanned and uploaded to your online account or emailed.
- Delete/Discard: One of the major differences between digital mail and traditional mail is the use of paper. Once normal paper mail is read, it is shredded and sent to waste. On the other hand, a mail scanning service is used for scanning the content and then emailing it. This leads to less paper waste at your office or workplace.
- Future use: Once you read mail, it is discarded. Now even if you wanted to retrieve the mail, it will not be possible because it has probably been shredded. On the contrary, a digital mail service ensures that mail can be stored in such a way that it can be retrieved on any later date.