Maximizing the Potential of a Digital Mailroom in Your Company with Outsourced Scanning

3 min read
March 24, 2023

Table of contents

In the age of digital transformation, it is increasingly important for organizations to streamline their business processes and optimize their operations. One area where this is especially crucial is mail handling and management. Traditional physical mailrooms can be time-consuming, expensive, and prone to errors. However, with digital mailroom solutions, companies can significantly improve their mail services, reduce costs, and increase efficiency.

In this article, we will explore the benefits of leveraging a digital mailroom and the potential of outsourced scanning services. We will look at real-life examples of companies that have implemented digital mail solutions and achieved significant success. Finally, we will discuss how outsourced scanning services can help optimize a digital mailroom, providing faster, more accurate, and more efficient delivery of information.

The Benefits of a Digital Mailroom

A digital mailroom is a centralized system for handling incoming mail. Physical mail is scanned and digitized, making it easier to manage and distribute. With a digital mailroom, businesses can enhance their information flow, speed up their mail handling, and ultimately, reduce their costs.

One of the primary benefits of a digital mailroom is increased efficiency. Instead of manually sorting and delivering physical mail, employees can quickly and easily access digital versions of documents from anywhere, allowing for faster access to information. Additionally, digital mailrooms provide a centralized location for information, simplifying communication and reducing the risks associated with loss or damage of physical mail.

A digital mailroom can also help reduce costs. With the elimination of physical mail storage and delivery, businesses can save on office space, equipment, and employee time. A study from AIIM found that 33% of companies that implemented a digital mailroom saved more than $50,000 annually, while 15% saved more than $100,000 annually.

Improved Customer Service

Another benefit of a digital mailroom is improved customer service. By having faster access to information, companies can respond to customer inquiries more quickly and accurately. This can lead to increased customer satisfaction and loyalty. A digital mailroom also provides an opportunity to improve data protection with the digitization of documents, reducing the risk of sensitive information being leaked or mishandled.

Digital Mailroom Success Stories

Companies across various industries have already seen success from implementing digital mailroom solutions. Let’s take a look at a few examples of how they’ve benefited:

A multinational corporation in the pharmaceutical industry achieved a 50% reduction in mail-related costs by implementing a digital mailroom. The company also improved mail processing speed and increased the accuracy of mail handling.

A large insurance firm implemented a digital mailroom solution that allowed for faster processing of 80% of its incoming mail. This resulted in a 30% reduction in operational costs and improved customer service due to faster access to information.

A global financial services firm replaced their traditional physical mailroom with a digital mailroom, which resulted in a 75% reduction in paper storage and a 40% reduction in mail processing time. The firm also estimated an annual cost savings of over $1.5 million.

Outsourced Scanning: The Key to Optimization

One way to optimize a digital mailroom is through outsourced scanning services. Outsourcing mail services can help streamline mail management and reduce the need for in-house resources, freeing up employees to focus on more critical business processes.

  1. Outsourced scanning services can also help optimize the digital mailroom by providing additional benefits, such as:
  2. Improved accuracy: Outsourced scanning services typically use state-of-the-art technology, resulting in more accurate and consistent scanning and data capture.
  3. Faster processing: With the ability to scan and process large volumes of mail quickly, outsourcing can help improve the speed of mail handling and delivery.
  4. Increased security and compliance: Outsourcing can help ensure that sensitive information is handled and protected appropriately, reducing the risk of data breaches or compliance issues.


In conclusion, implementing a digital mailroom solution can provide numerous benefits to a company, including increased efficiency, reduced costs, and improved customer service. Outsourcing scanning services can help optimize a digital mailroom by providing additional benefits such as improved accuracy, faster processing, and increased security and compliance. With the potential for significant cost savings and improved business processes, companies should consider outsourcing their mailroom to experience the benefits of a digital mailroom solution.

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