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The Benefits of Digital Scanning


Welcome to the Dove Direct Print and Marketing Blog. Today's post, "The Benefits of Digital Scanning," describes how organizations can effectively convert incoming and outgoing mail into digital formats while delivering multiple benefits to both the company and work-from-home (WFH) employees.  Given that the coronavirus is mutating into multiple virulent strains, the nation could experience more spikes in the weeks and possibly months ahead, according to Dr. Anthony Fauci.  With the pandemic in mind, organizations may find that the WFH initiative not only continues into 2021 but may stretch throughout the entire calendar year, if not for years to come!  This long haul scenario has lead companies to revamp their business models, particularly in the communication sector. 

 Of course, working from home has its benefits.  However, it can also raise several issues that ordinarily are not a problem for a commercial, office complex, or brick and mortar facility.  These mandates open the door to multiple variables, including how physical mail can be accessed efficiently and cost-effectively and then distributed safely to employees, management, shareholders, and partners.  In short, digitally scanning mail is the conversion of physical mail into digitized mail, thereby providing a much faster and more efficient manner to deliver, access, and manage physical mail.

Our Quote of the Day:  "Even in developing markets, we're seeing the growth of digital communication is proceeding at a very rapid pace."  - Irene Rosenfeld

Before we dive in, we would like to extend our congratulations to Tom Brady and the Tampa Bay Buccaneers for their Super Bowl LV victory!!!

Organizations everywhere are under pressure to provide excellent customer service while reducing costs, managing data, improving productivity, and working remotely.  One area where savings can be realized is in digital scanning services.

Digital scanning services can provide a comprehensive set of mailroom services that give you 24/7/365 secure access to your mail.  This process will allow employees to view their physical mail wherever they are.  Employees can receive postal mail via the service and handle operations directly online through smartphones or computers.  This type of solution helps organizations access and distribute physical mail in a digital format.  The key is to strike the right balance between service and security.  Using a mail scanning service, all employees, including WFH employees, keep home addresses private and protected from the internet and customers.  It also ensures that personal and business mail is not co-mingled.

Do you have a backlog of paper and electronic documents that need to be scanned, stored, accessed, managed, and archived?  That said, digital scanning solutions help organizations capture, distribute, manage and archive a full range of documents in a secure, legally compliant, and highly structured manner.

Digital Mailroom Hubs

Digital mailroom hubs generate non-stop daily action that ensures staff can receive incoming mail.  In the pandemic age, businesses are faced with new challenges due to work from home dictates, which begs the question:  How can employees approach receiving and sending physical mail when out of the office?  How can employees that live in remote areas receive mail in a timely fashion?  How can employees receive mail from other mail carriers such as DHL, FedEx, or UPS?  Mail scanning services alleviate these challenges by providing a solution that enables your organization to access and distribute physical mail in a digital format.

Digital scanning services solutions are a secure, cloud-based content services platform.  A digital scanning service safeguards remote employees access to receive mail & critical business documents in a timely fashion.  More importantly, it can significantly reduce the transference of physical documents from employee to employee.  In short, no one needs to be at a specific address to send or receive mail.  Even employees that move around or travel can access business mail whenever or wherever they are.

How Digital Scanning Works

The process is quite simple and works in three easy steps.

  1. Select a mailing address - To get started, an organization will select a mailing address. The address allows the provider to receive an organization's mail with a business address.  The organization can choose a PO Box, a virtual address, or a combination and use the service for business or personal use.
  2. The mail is received - Once the mail is received, prompt action is taken.  The vendor will scan the front of your mail items and make them available to you or your employees online.
  3. View and Manage Mail - You then log into your online account through a smartphone or computer and decide how you would like to handle each mail item.  You can review how the mail is dealt with for quality control purposes and make corrections if necessary.  At this point, you can store paper files at your onsite or offsite storage location or securely destroy them as needed.

Digital Scanning Services Benefits

The benefits of opting to use digital scanning services for your physical mail include: 

  • Safeguard remote employees access to receive mail and critical business documents
  • Manage mail distribution between different offices while ensuring timely responses
  • Store, access, track, & share documents quickly from anywhere with any device
  • Reduce the transference of physical documents from employee to employee
  • Access scanned medical records and private information confidentially
  • Convert clients records and paper charts to electronic documents
  • Reduce the time spent searching for and processing documents
  • Eliminate the need for data entry or filing of patient forms
  • Provide excellent customer service with better mail handling

Mailing Efficiencies

There are several digital scanning services and solutions providers available for converting physical mail into digital documents.  These services can range from enterprise requirements to home-based businesses.  When choosing a digital scanning service provider, it is always a good idea to take a moment to determine what your needs are at the outset.

Naturally, your requirements could change over time, so it would be a good idea to choose a vendor that can scale up as your needs demand additional solutions.  Full-service commercial printing houses that include direct mail marketing as part of their solutions stack are a good bet to start.   These vendors already have digital mail experience and will most likely have digital scanning capability, thereby providing you with a one-stop-shop solution.

The Net-Net

Digital scanning services are the next iteration to going digital.  For organizations, that means taking a long-term view of transforming the business, streamlining processes, and leveraging technology to enhance interactions with customers and employees.  The need for digital scanning services will only grow exponentially as a potential mandatory stay at home or WFH mandate stretch through the year.  By offering services that support stakeholders during a pandemic, you help businesses adapt, improve productivity, and deliver a better customer experience. Thanks for reading "The Benefits of Digital Scanning!"

Let's have a conversation about integrated business solutions and how they can help grow your business, change behavior, and improve the customer experience.  Let us show you how to improve your document processes to optimize your workflow, reduce your costs, and maximize your organization's printing, letter shop, and mailing capabilities. Dove Direct does have an official USPS certified bureau located within our offices that will save you time and money. We can even create a demo file for you. 

 For more information, call Carla Eubanks at 404-629-0122 or email Carla at This email address is being protected from spambots. You need JavaScript enabled to view it.. 

Dove Direct, your Atlanta based print and mail solutions provider, offers organizations end-to-end data, printing, scanning and mailing solutions:

  • Data Management

  • Digital Scanning
  • Variable Digital Printing
  • LetterShop and Fulfillment
  • Fully Automated MLOCR Presort Bureau

  • Marketing and Production Management Support

  • Secure Data Life Cycle Management

If you don't want to wait, you can reach Dove Direct today by calling 404-629-0122 or use the Contact Form for Dove Direct.

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