10 Benefits of Outsourcing Your Digital Mailroom to a Scanning Company

3 min read
March 22, 2023

Table of contents

In today's digital age, businesses are expanding at a rapid pace, and digitization has become an essential component of business operations. To remain competitive, organizations are constantly on the lookout for ways to increase efficiency, productivity, and cost-effectiveness. One of the critical aspects of any business is its mailroom operations. However, with the increasing volumes of incoming, many organizations struggle to manage this critical operation.

Fortunately, outsourcing digital mailroom operations to a scanning company can provide several benefits that often outweigh the traditional manual system followed by many businesses. In this article, we'll explore ten benefits of outsourcing your digital mailroom to a scanning company.

Minimize Costs:

Digital mailrooms allow organizations to reduce operational and overhead costs across the board. An outsourced provider can streamline the document management process, providing a range of scanning, indexing, and data entry services, significantly reducing the cost of manual processing.

Enhance Efficiency:

Automating digital mailroom operations is a significant advantage for businesses as it reduces the time and effort spent on manual tasks. The scanning company's automation of tasks such as sorting, scanning, and indexing streamlines work processes, enabling businesses to free up resources and focus on core activities.

Streamline Operations:

Outsourcing digital mailroom operations to a scanning company provides businesses with a straightforward and effective way to streamline their operations. By outsourcing to an experienced scanning company, organizations can streamline their processes, improve accuracy, and reduce the need for internal manual processes.

Improved Document Security:

Digitization of documents enhances security; the scanning company maintains digital copies of all documents as a backup that improves document protection. Additionally, access to the digital mailroom is more secure with a scanning company since all measures have been taken to protect confidential information.

Compliance with Regulations:

Outsourcing digital mailroom operations to a scanning company ensures that an organization complies with regulations relating to data storage, information management, and industry-specific regulations. Most scanning companies adopt industry-standard protocols and programs to ensure compliance with various regulations.

Facilitate Remote Work:

With remote work becoming common in business today, having a digital mailroom operated by a scanning company allows employees in various locations to easily access and use essential documents from anywhere in the world. The scanning company can enable access to important documents through a web portal or Email.

Better Control and Visibility:

Converting to a digital mailroom operated by a scanning company can provide businesses with a better overview of incoming and outgoing mail compared to traditional mailroom systems. By streamlining the process through digitization, the scanning company provides businesses with better control over their mailroom activities, ensuring that everyone in the organization has visibility of the necessary documents.

Customized Solutions:

Scanning companies offer a range of custom solutions tailored to the specific needs of each business. From document scanning and indexing to data entry, scanning companies can provide innovative solutions that enable organizations to entrust their entire document management activities to a trusted partner.

Backup and Disaster Recovery:

Digitization provides necessary document backups and disaster recovery measures available to businesses. With cloud computing, scanned documents can be accessed from anywhere in the world, saving businesses from the event of a disaster that could destroy physical copies of documents.

Environmental Friendly:

Digitization contributes positively to the environment by reducing the need for paper products and carbon emissions. Digitization of documents significantly reduces the carbon footprint of a business, supporting environmentally sustainable practices across the company.


What benefits can a company receive by outsourcing its mailroom to a document scanning company?
Outsourcing your mailroom to a document scanning company relieves your employees from the tedious and time-consuming task of sorting through and physically handling heaps of mail. This, in turn, allows your employees to focus on core business tasks, increases productivity, and saves the cost of space and resources.

Is outsourced mailroom scanning safe and secure?
Yes, outsourcing mailroom scanning is safe and secure. Professional document scanning companies use standard security protocols, including secure file transfer protocols (SFTP) and encryption, to protect your data, and they are also bound by strict confidentiality agreements to ensure the privacy of the company's documents.

Do document scanning companies offer customized document management solutions according to the organization's needs?
Yes, document scanning companies offer tailored document management solutions that are designed to meet the specific needs of various businesses. They evaluate the organization's unique needs, document types, usage patterns, and then create a customized solution that works for the company’s specific requirements.


As technology plays an increasingly bigger role, outsourcing your digital mailroom to scanning companies is a wise decision. The benefits of digitizing mailroom processes are numerous, with the potential for businesses to streamline operations, save money, and be environmentally friendly with all documents safely stored according to compliance requirements. With such advantages, it's easy to see why an outsourced digital mailroom may be the perfect solution for your organization.

Looking to digitize your mailroom operations? Let's get you a quote!