Digitizing Mail. How you can manage to free yourself from the paperwork.

1. Why is the digitisation of incoming mail so important?
2. The advantages of digitising mail?
3. How the digital mailbox works
4. Suitable software to digitise mail
5. Conclusion

The piles of paper are accumulating, the file cabinets are filling up immeasurably. Some are already working digitally, others still in paper form. Establishing a connection is almost impossible. However, one thing is certain, mail in paper form is time-consuming and expensive. The future: the paperless office!

On your marks, get set, post digitisation!

Why is the digitisation of incoming mail so important?

Paper mail can quickly become a challenge for you and your business. Whether it's printing mails, processing incoming mail directly, forwarding important documents and so on. The processes of analog mail processing are time-consuming and can cost you a lot of nerves.

In addition, there is the considerable consumption of resources. Whether in storage or in additional materials, which you need to process your mail. Printers and printer cartridges, files, paper and envelopes. The list can probably continue endlessly.

The analog form of managing your incoming mail is therefore not only time- and resource-intensive, but also expensive

Home office and digital work from anywhere and at any time have not only increased significantly due to Corona. Digitisation and globalisation are key elements in the corporate world. Sending mail analogously takes a lot of time. How practical it would be to simply send important business letters digitally, process them easily and then save them digitally. This not only saves you long waiting times, but also the eternal search in overcrowded filing cabinets.

The advantages of digitising mail?

The advantages of a digital incoming mail are great. Whether data management, retention obligation or environmental protection. The installation of a cloud-based DMS quickly pays off for you. With the right installation, your processes in your company can also be automated. This saves not only time, but also money and resources.

Strengthening compliance with digital mail

The installation of a cloud-based DMS software also strengthens the compliance of your company. Data protection and transparency are becoming increasingly important in digitisation. This can quickly become a challenge. A cloud-based software can help you keep track of your documents. You also have the option to better control and manage your mail. In addition, software offers a high standard in terms of security. Here you have the all-in-one package, which can combine and simplify your processes.

Increasing productivity with a digital mailbox

Another important point that goes hand in hand with the digitisation of your incoming mail is the increase in productivity in your company. With cloud-based software, you and your employees can work from anywhere and access all data. This is independent of location and device. In addition, workflows and processes can be automated. This creates a smooth flow of information. Whether in the home office or in the company. Printers are no longer needed, the filing cabinets are emptying and important documents can be accessed immediately. Long waiting times to start the next step thus belong to the past.

Digital incoming mail and the environment

In companies, mountains of paper are piling up. Whether letters, printer paper or documents. A lot is printed frequently. Hardly anything is recycled. Add to this the factories and the paper production. The consumption of resources is enormous. A good and more environmentally friendly alternative is digital post management. The consumption of paper goes almost to zero. Not only are no more trees being cut down. Transport routes, manufacturing costs and mountains of garbage are also eliminated. The switchover to the use of a digital mailbox is a big step towards sustainability for your company!

How the digital mailbox works

There are many ways to digitise your mail in your company. The methods are divided into two basic areas.

• Digital incoming mail
• Digital mail delivery

In digital incoming mail your letters are digitised upon entering the company. In the digital mail delivery the respective letters are sent directly digitally to your recipients. That being said, you or your recipients can access all data, which you have sent, at any time and in any form. The analog way is by no means excluded. You give and have all the options to deal with your mail and documents individually.

Digital incoming mail

In the digital incoming mail you scan, capture and archive all the present letters, which have arrived in your company. Here you can be supported by a digital incoming mail software. The right software can also assist you with the processing and organisation of your documents. After capturing all the data, which have been received by you via the digital post route, you can manage and archive them. Whether assigning them to the responsible employees or digitally processing the individual documents. After the capture you can access them at any time and from anywhere. How wonderful!

Digital mail delivery

In digital mail delivery, you create and write letters & documents as usual. These are then distributed digitally to your customers, to external providers or employees. Your data and documents can easily be sent to any number of e-mail addresses and at any time. The digital mail delivery simplifies the process of delivery and guarantees a fast and secure dispatch of your documents.

Suitable software to digitise mail

Whether for the digital incoming mail or the digital mail delivery. For your e-mail and the digitisation in your company to run smoothly, you need a suitable software.

OMR Reviews gives you an overview of digital incoming mail software & tools and, with the help of verified user experiences and reviews, you can decide on the DMS system that is best suited for you.

Caya

E-POST Solutions

Iron Mountain

Compart

Trooper Data Service

Rhenus Mailroom Services

Conclusion

Digitising the mail in your company can save you a lot of time and nerves. Efficiency and effectiveness are the priority here. Whether process optimisation, resource-saving work or data protection. You and your recipients do not have to do without the usual. With a cloud-based DMS software, the possibility is given at any time to manage documents digitally or to switch to the printed version as usual. However, one thing is certain. Digitising your mail and documents simplifies your work and is a step towards resource-saving work. A big step for you and a big step towards a paperless office.