Digital Mailroom
Mailroom Automation Service
Transform your mailroom into a modern, fully automated digital capture center with our digital mailroom mail scanning service. We will receive, sort, and scan your inbound mail at our secure processing facility, distributing relevant mail to members your team the moment it arrives.
Stop Paper at the Source
Modernize Your Mailroom
Your mailroom is the heart of your business, a source of critical communications between you, your customers, and your suppliers. Mailroom automation provides your business with the ability to quickly and efficiently process and distribute postal mail digitally the moment it arrives, reducing response times and improving the quality of service provided to customers. Other benefits of our digital mailroom service include:
Increased Efficiency
Our digital mailroom solutions bridge the gap between physical mail and email communications, allowing your team to access the information they need quickly and efficiently all in one place, regardless of delivery method.
Reduce Costs
Eliminate the need for expensive scanning equipment, software, manual labor, and employee training programs. We provide the technology, the know-how, and everything in-between to make your digital mail dream a reality.
Improve Communication
Slow, outdated manual mail processing can negatively affect the speed and quality of communications between your business and its customers and suppliers. Digital mail produces faster response times and promotes better quality of service.
Stay Compliant
Our HIPAA/HITECH complaint digital mailroom service is designed to exceed your organization’s data privacy regulatory requirements.
Centralize Your Data
Get instant access to any piece of mail without ever leaving your desk, 24/7/365.
Simplify Collaboration
Documents are available on demand, providing accelerated access to vital information, and promoting better communication and collaboration among the members of your team.
Tracking and Accountability
Get a better understanding the information entering your organization and who has access to it by gaining full visibility into the flow of inbound mail.
How does our mail scanning
service work?
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1 Inbound Mail is Delivered
Forward your mail by updating your mailing address, or we can collect it directly from your business PO box, at any volume, and safely transport it to our secure mail processing facility.
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2 Sorting
We separate out junk mail prior to scanning, reducing your need to digitize unnecessary mail.
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3 Your Documents are Digitized
We scan the contents of each approved parcel and upload the digital files into a virtual mailbox for secure remote access.
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4 Quality Control
We manually review every scan to ensure the resulting digital image meets our high-quality standards. Imperfect scans are rescanned.
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5 Document Identification
We identify your documents by the date received and other key information so you can prioritize your work.
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6 Ship Critical Mail
Checks, legal documents, or any other mail you deem important can be returned to you.
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Optional: Shred Your Documents
Any remaining original documents can be thrown away, shredded by our NAID® AAA certified document destruction team, or returned to you via postal mail (your preference).
Document Privacy & Security
Ultra-Secure, Incredibly Simple
Prevent your mail from falling into the hands of dumpster divers and data thieves. Our HIPAA and HITECH compliant digital mailroom service provides a secure and well-documented chain of custody for retrieving and delivering your post mail digitally. Your files are encrypted and password protected, preventing anyone without authorization from accessing your mail.
Security & Compliance
Replace Your Paper Processes
Bring rationality to the chaos
of mail processing.
Our experience and expertise will transform the way your business handles inbound mail. Whether you operate your business across multiple locations, employ remote teams, or simply want to improve the efficiency of your mail processes, our secure mailroom automation services will help you improve your mail workflow.
Fits Like a Glove
We'll work one on one with you to create an optimized mail pipeline that perfectly aligns with the needs and goals of your organization.
A Complete Solution
We do all of the heavy lifting of transforming your outdated mailroom into a fully automated digital capture solution.
Affordable
Unlike many of our competitors, we adhere to a honest, no-nonsense approach to pricing. You’ll be surprised how much you can save.
Secure is in our name
We invest heavily in security and employee training programs to provide the highest levels of security and compliance in the industry.
World Class Technology
Enjoy enhanced security, an improved workflow, and easy access to your mail from anywhere you get internet access.
Partners in Your Success
We take pride in our commitment to customer service excellence and one-on-one support for every customer.
We're here to help.
If you’re drowning in mail, let SecureScan be your lifeline.
Automate Your Mailroom
The Modern Solution to Mail
Out with the old, in with the new.
If your business is growing, chances are, so is the volume of inbound mail. Unfortunately, paper mail is slow, inefficient, difficult to process, and vulnerable to human error and data loss.
Our digital mail service solves these problems and more by replacing your outdated mailroom processes with a conveniently automated paper-free mail pipeline. If you are looking to modernize the way your business handles mail, we can help.
Transform Your Workflow
Your physical mail delivered digitally.
Streamline the intake and conversion of physical-to-digital mail and gain immediate access to your important data at the click of a button.
Scanned mail is categorized and uploaded into a secure repository of your choice, where you can view, manage, and distribute company communications as you see fit, all in one place.
Common Questions
Get answers to our most frequently asked digital mailroom questions.
What Is a Digital Mailroom?
A digital mailroom, also called mailroom automation, is a service where incoming mail is scanned, converted into digital files, and delivered as electronic communication. This modern solution helps address challenges associated with processing and distributing inbound mail, especially for organizations managing:
- Remote employees
- Multiple business locations
- Mailroom real estate and related costs
- Staffing and workforce expenses
- Slow mail processing times
- Frustration with outdated processes
What Happens to My Mail After Scanning?
After each piece of mail is scanned, our team manually reviews the digital files to ensure they meet our high image quality standards. Any documents that fall short are rescanned. Once imaging is complete, we organize each piece of mail by date received or other key details. Important items or critical mail are forwarded directly to your place of business.
What If I Receive Important Mail I Do Not Want to Scan?
If there’s certain mail you prefer not to scan, that’s no problem. Any items deemed unfit for the scanning or automation process can be securely forwarded to an address of your choice without being opened.
Can You Identify Each Piece of Mail by Sender?
Yes, we can separate and organize mail in a way that best meets the needs of your organization, including identification by sender. We understand that no two businesses are exactly alike, which is why we work one-on-one with every client to create a highly customized mail automation pipeline tailored specifically for your business.
What Is Mailroom Automation?
Mailroom automation is a process where all inbound physical mail is sent to a central location, where it’s opened, categorized, scanned, and then digitally distributed to the appropriate recipients.