Enterprise Content Management Digital Mailroom Services Efficiently manage incoming physical mail with a cost-effective mail scanning service for an automated electronic mailroom. Introduction Enhance Efficiency and Workflow through Our Digital Mailroom Solutions Managing physical mail can be a significant challenge for many companies in today's remote work environment. Our digital mailroom solution offers a unique virtual mailroom that transforms how businesses deal with paper-based mail. It provides features such as secure storage and the convenience of remote access, giving you peace of mind. Our digital mailroom services eliminate the risk of lost letters or extensive document searches. They enable businesses to securely receive, store securely, and access mail from any location, helping them transition to a paperless office and operate more efficiently, compliantly, and securely. Once integrated with our enterprise content management system, you can access an automated digital mailroom. This automated mailroom is designed to streamline workflows and provide digital delivery for inbound documents, making them easily accessible with just a few clicks. Automate your processes and experience a new level of efficiency. With VRC, you can adopt a more simplified, secure, and organized approach to handling your company's mail. Let VRC convert your physical mail to digital format, ensuring your information is readily available and safe. icon - stopwatch 2 Mail scanning service Leverage our document scanning experts, processes, and resources to convert your inbound physical mail to digital through our extensive network of imaging centers with an auditable chain of custody. icon - document scanning Easier collaboration Employee collaboration is more manageable with automated workflows built around key company data. Access controls enable you to control who can view and share stored digital documents. icon - cloud Automated digital mailroom Access your digitized documents anywhere, anytime from our cloud-based repository. icon - storage Secure mail storage or disposal After your mail is scanned, we can provide storage, document shredding, or send physical copies of your documents directly to you. Streamline Mail Management with a Virtual PO Box Simply put, mailroom outsourcing is designed to make your operations run more efficiently. Searchability and sharing capabilities Document email sharing Easily share files with anyone who needs to see them. Comprehensive search functionality Through scanning and indexing services, including optical character recognition (OCR) technology, mail is searchable by department, colleagues, and categories. Essential interactions Sort mail Our team works with you to identify essential items like checks, business contracts, and invoices to separate them from junk mail during the scanning process. Web and mobile access The digital mailroom can be accessed from any device, which ensures the timely receipt of digitized mail for remote staff. Secure, controlled content Advanced permissions Establish user rolls and metadata access rules to ensure the right person is viewing the right mail. Detailed audit trail View every step of a document’s journey in the mailing system. Organize All Your Business Documents with our Mail Scanning Service Start organizing and managing your important mail virtually with our digital mailroom and document services. Our electronic mailroom helps you manage: Business contracts Important communications Invoices and checks Shipments and deliveries for distributed employees Transform Your Business with Digital Mailroom Management Securely digitize your mail, streamline processes, and improve productivity with our tailored solutions. Our digital mailroom service can be customized to suit your business’ security and data needs. Combined Shape Pay-as-you-go subscription model Combined Shape No upfront infrastructure or ongoing IT maintenance costs Combined Shape Access and move data as needed with unlimited storage Strict Security Regulations Outsourcing your mailroom management with document digitization services obviously requires a great deal of trust, so rest assured that your documents are in safe hands. Data Encryption PCI regulated software Our cloud-based document management software adheres to crucial security regulations. Firewall protection Your files are encrypted while at rest and in transit. Secure procedures 24/7 monitoring Our document storage facilities are under strict supervision; only approved personnel have access. Regular security updates We regularly refresh our security protocols to best protect your critical information. Multiple storage and shredding options Mail storage After your mail is scanned and sorted, we can either keep the physical copies in our secure facilities, or we can mail them directly to you. Shredding If you no longer need physical copies, our mail shredding service can safely shred and dispose of those unneeded documents. How It Works The Digital Mailroom Process icon - mail 1. Redirect mail to PO Box for pickup icon - systematic storage 2. We receive and open mail at our secure facility icon - document scanning 3. Our document imaging specialists scan & index mail icon - laptop - plain 4. Scanned documents are uploaded into our online repository for you to access & distribute icon - storage 5. Hard copies are returned to you, stored in our offsite facilities, or securely shredded Frequently Asked Questions Still looking to learn more about our mail forwarding and scanning service? Check out some answers to these common questions. Why should my company consider digital mail outsourcing? Collapse Not only is handling mail a drain on staff resources, but falling behind with it can cause repercussions: poor customer service, noncompliance issues, and late payment fees. Our document scanning and indexing services reduce costs associated with sorting, managing, and distributing large volumes of inbound physical mail. What are the benefits of a digital mailroom? Expand Businesses can benefit from electronic mail services, including cost savings, efficiency gains, improved security, and scalability. Organizations should weigh these benefits against the initial investment for mail scanning solutions. VRC offers customizable solutions tailored to your mail volume and digitization needs. What services are included with a virtual mailroom? Expand Our paper mail scanning services include data extraction, encryption, data lookup, digital image export, document routing, digital storage, and document management. What does a digital mailroom cost? Expand By taking into account factors such as mail volume, desired level of security, access needs, and future growth projections, businesses can make informed decisions that align with their unique requirements and strategies. As technology advances, mail scanning remains a cost-effective and game-changing solution. How do I know my mail won’t get lost? Expand Our virtual mailbox service ensures an auditable chain of custody for retrieving and delivering your postal mail online. VRC’s GPS-tracked transportation fleet and service teams work according to the highest safety standards. What type of documents do a virtual PO box solutions provide access to? Expand We provide secure, timely access to contracts, important communications, invoices, checks, business mail, and packages for out-of-office employees. How do you handle the classification and indexing of incoming documents? Expand Classifying and indexing are part of our core mailroom processes. Our team works closely with you to develop a plan for indexing incoming mail. Your documents will remain in the cloud as searchable records accessible anywhere in the world. How do virtual mail partners ensure the quality of the scanned documents? Expand In addition to digital audits, our document scanning specialists visually inspect scanned images to ensure clarity and quality. Interested in our document management and workflow solutions? Don’t hesitate to reach out so we can learn more about your business. 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