When it comes to running a business there are plenty of tedious tasks to take care of daily. In many cases, you might hire an assistant or someone to help you out, but this can be costly. Items like scanning emails are essential, but this can be especially important when it comes to paper mail.
Going through your paper mail can take hours depending on the size of your business. Especially if you have a PO box that you need to drive to in order to retrieve your mail. Over time there have been solutions to this problem, and that is with the help of mail scanning services.
What is a Mail Scanning Service and How Does it Work?
Rather than go through your mail you can hire a company to manage your mailbox and scan your mail for you. This is an incredible option for remote businesses, freelancers, and companies that need an extra hand. It also avoids the hassle of needing a physical street address, and offers you more time to focus on other business needs.
Additionally, rather than waiting to see your mail, you will be able to see all of your mail digitally. This means you can open your phone or computer and see all your mail as PDFs. This streamlines the process and makes everything move smoother.
You can also choose your mailing address so you appear to be local if you have set up an office in a different area from where you live. You can have all the packages and mail forwarded from that address after it is scanned into your digital app.
What are the Benefits of a Mail Scanning Service?
Businesses who have started to use a mail scanning service rave about them. Here are some of the most common benefits of using a mail scanning service we here from small businesses.
Having to check your mailbox or drive to a P.O box all the time can be frustrating. Instead, you can hire a mail scanning service to scan your emails and send them directly to your mail app. This can allow you to know what is important, shred what isn’t, and avoid rifling through papers.
Having a dedicated address, that is not a P.O Box, provides a more professional image. Especially if you do not have an office space, it allows all your mail to be centralized, and you will appear as a solid business to clients.
If you need to go on a trip, or you simply don’t have the time to collect your mail then you may leave it open to theft. This could eventually lead to stolen identity and a host of other problems. Having your mail scanned electronically and sent to you will prevent this. It will also give you peace of mind that your mail will not be found in the trash once thrown out, or compromised.
Paper is a commodity of the past. Being eco-friendly is important for many businesses, and having a mail scanning service is good for the environment. It is also a lot easier to handle and manage digital documents than a bunch of paper mail.
Stay in Compliance
Being able to access your mail quickly and immediately helps you to stay in compliance. Whether that is returning documents or submitting responses. If you have important mail you will be able to avoid wasting time or spending more time waiting to respond because you won’t need to drive to the post office or find a box to send it out.
One of the main benefits of a mail-scanning service is that you are given free mail storage. This makes it easy to remain in the digital age and have everything you need in one location. You can avoid all of the hassles that go along with paperwork and stacks of mail.
What to Look for in a Mail Scanning Service?
When looking to employ a mail scanning service there are a few major things you should look for. For example, you should be able to scan multiple pieces of mail quickly but with an AI feature that won’t allow you to have the same item scanned more than once. This will help you to avoid wasting time looking at the same piece of mail.
You should also be able to group mail on your mobile app. Here you should be able to manage your scans and forward them to employees or other devices. Having said that, you want to be able to have local pickup options from any physical location. There you should be able to request package forwarding or recycling of documents.
Finally, your physical mail should be able to be stored for at least 30 days or longer. You should not be charged to store your mail for a few days. This should also include no limit on how much mail you can receive. This is your mailbox and you do not want to feel limited on what you can receive at your business address.