What is Digital Mail?

What is Digital Mail?

Technology is growing and advancing at an unprecedented rate. Organizations that fail to stay abreast with ways to optimize, enhance and improve their business operations will struggle to remain resilient in the face of uncertainty. Most of all the daily transactions that happen throughout the country and the rest of the world are done by digital means. Whether you are ready for it or not, the technological world is here.

Digital mail is becoming a major player in the digital transformation spectrum. The old way of receiving, processing, and routing physical mail is headed for a major change, and many businesses all over the world have already transformed their snail mail into a streamlined digitized operation that cuts costs and saves resources. How does it work? Keep reading and you might learn a thing or two.

The Digital Transformation

The term “digital transformation” is not new, however, due to the restrictions that were put in place because of the pandemic many businesses were forced to change the way that they operate. 

Many organizations that were able to transform their business from the physical world to the digital world were able to stay open and remain operable. In simple terms, a digital transformation is when you transform a physical activity into a digital one. For instance, transforming a brick-and-mortar store into an online store. Instead of having all of the products on display for purchase in a physical store, they are all on display and ready to be shipped to an address via a website, or an app.

From Physical Mail to Digital Mail

Transforming physical mail into digital mail might not be as complicated as it sounds. The first step in the process of digitizing physical mail is to have a centralized mailing address for the mail to go to. Once the mail is received it is opened then scanned into a powerful software platform that will assist with tracking, processing then forwarding each piece of mail to the intended recipient. The remaining physical mail will then be either securely shredded and disposed of, or filed and stored away per agreed stipulations.

Benefits of Digital Mail

One of the largest benefits of digitizing physical mail is that all of the mail can be scanned into and stored on a centralized digital platform that will allow workers from anywhere in the world to access it and respond to it. This means that there no longer has to be a physical mailroom that requires employees to manage and maintain the incoming, and outgoing mail. A list of some of the major benefits of digital mail:

  • Decreases costs
  • Optimizes efficiency
  • Have more control
  • Faster response times
  • More privacy and security
  • Flexible and scalable

Physical mail for a business can add up to excessive hidden costs because of the time and resources that it takes in order to facilitate a mailroom. With physical mail, there is no effective way to track or ensure the security of sensitive documents. Within the digital mailroom platform, every piece of mail is accounted for, tracked, and recorded. Every person that comes into contact with any piece of mail there will be an easy-to-follow trail that is well documented.

Digital Mail

To answer the question “what is digital mail?” it is simple. Digital mail is the way of the near future. Digital mail is the transformation from the bulky, paper, physical mail that comes into the business every day to an easy to handle fully digitized system that offers efficiency, security, and control.