Imagine not having a mail room at work. Is it possible to benefit from having a digital mailroom? Although email has supplanted regular mail as a more traditional method of information transfer, most of us still receive paper mail at home and work. The US Postal Service saw a significant downturn in the volume of mail from 2000 to 2017 but pieces of mail delivered since then has stayed consistent.

Most of us are still in the habit of opening our own mail at work using a similar process as we do at home. Mail is retrieved, junk mail is discarded, and we use our favorite letter opener to open the “important” items. Sounds like a simple and safe process. At work, there is usually a central area where the mail is sorted and delivered to offices. Again, a routine process…in normal situations. A seemingly easy task has now become cumbersome during this pandemic. Now there are obstacles such as limited or no mailroom staff, fewer employees in the office daily, restricted access for the postal carrier, and exposure risks associated with handling mail. Delays in receiving mail can adversely affect your business continuity; is mail delivery in your BCP?

There are steps that can be implemented to ensure efficient processing of your mail:

• Reduce the volume of mail.
• Eventually transition to a digital mail room.
• Have your clients move to electronic payments instead of checks.
• Request digital documents instead of paper.
• Have staff scan and send mail to you.
• Remove unwanted subscriptions.

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In addition, a digital mailroom can be created by having mail delivered to an outsourced entity which processes your mail, scans the important items, and then forwards them electronically. The advantages of a fully digital mailroom are:

• Quicker access to your mail
• Reduction of resources needed to process mail
• Decrease the risk of physically handling mail
• Increase productivity and profitability
• Transition your mailroom into a revenue generating office

Transforming to a digital mailroom is a process and won’t happen overnight. There are professional records management consultants that can assist your organization with moving to a digital mail room. If “You’ve Got Mail,” why not get it quicker in an electronic format, thus reducing your exposure and saving valuable time?