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.
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.
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.
Automated digital mailroom
Access your digitized documents anywhere, anytime from our cloud-based repository.
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.
Pay-as-you-go subscription model
No upfront infrastructure or ongoing IT maintenance costs
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
1. Redirect mail to PO Box for pickup
2. We receive and open mail at our secure facility
3. Our document imaging specialists scan & index mail
4. Scanned documents are uploaded into our online repository for you to access & distribute
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.
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.