Are you looking for a mail scanning service to help automate key business functions? In this article, we will look at the top reasons why your business should invest in this service. Some of the top advantages we’ll look at include saves time, increases mail security, helps you avoid spam, and you can access the mail worldwide.
Mail scanning is typically offered by virtual mailbox services such as Business Anywhere. It’s part of a package of services that aims to make life easier for businesses. By the end of this article, you’ll understand the value and why it’s a worthwhile investment.
What Is a Mail Scanning Service?
A mail scanning service receives physical mail on your behalf and scans the mail. The mail is essentially transformed into a digital version, which you can view by logging into your account. However, you will need to submit a form with the postal services so that the mail scanning service can legally accept your mail.
Here at Business Anywhere, we offer a professional mail scanning service. We offer one of the best services in the industry, and our pricing is competitive. Still not convinced about the merits of these services? Then continue reading for the top advantages.
8 Mail Scanning Service Advantages
Now let’s turn our attention to the 8 mail scanning service benefits that you shouldn’t overlook.
1. Saves Time
These services will save you a lot of time since there’s no need to manually open your mail. It takes a shorter amount of time to look at your dashboard and browse through the mail. This is especially true when virtual mailbox services offer a modern dashboard.
The time you save with mail scanning services frees you up for other business tasks. Also, you don’t have to worry about fitting in time during the day to look at mail that might be important.
2. Saves Money
The mail scanning service pays for itself since there’s no need to hire an employee to go through the mail. The function is outsourced for a fraction of the cost. The saved money can go toward other parts of your business.
Furthermore, these services are inexpensive and are affordable for even businesses on a tight budget. This means that you can invest in the service right away and use them to scale your business.
3. Security
The security of your physical mail may improve by using virtual mailbox services. That’s because they can keep the mail in a secure location, which takes another load off your mind. On the other hand, if you were to receive mail at your business location, you’ll need to invest in secure lockers and even a safe.
However, you need to choose a service that has a good track record of keeping the physical mail secure. Any breaches can reflect badly on your business if customer personal data were to get compromised.
4. Help you Avoid Spam
Businesses like regular folk can receive a large amount of spam mail. Getting rid of this unwanted mail can be time-consuming. Fortunately, the mail scanning services can get rid of this spam mail, so you never have to deal with it.
In fact, such services will not scan spam mail, which means you’ll never know about it in the first place.
5. Access Mail Worldwide
You can access your scanned mail at any location in the world where you can get online. This is handy if you are currently taking a business trip yet want immediate access to time-sensitive mail.
However, make sure to choose a mail scanning service that works fast. Ideally, the service will scan the mail on the same day that it’s received. This ensures you get quick access to mail that might be holding you back from making a key decision.
6. Employees Can Access Mail
You can provide access to sensitive mail to specific employees. This might be required when an employee needs the mail for their work. Let’s say that several employees need access to the same piece of physical mail. Well, having a digital version is more practical since employees can have access simultaneously.
Typically, business mail scanning services provide a dashboard where clients can log in to view mail. You can provide user access with varying permissions. However, the range of features and access privileges you can play around with varies based on the service you choose.
7. Easier to Work With Scanned Mail
Working with scanned mail is more practical because it’s a digital document. Therefore, you can edit and copy the text using your word processor. This means you can instantly work with the mail and share it with anyone outside your business.
8. Organization
Finally, organizing your mail is one of the biggest advantages of using a mail scanning service. Let’s say you receive 100 pieces of physical mail and have to look through them all to find the right one. This might be time-consuming, and the physical mail would take up a lot of space. That’s especially true if you need to invest in filing cabinets.
However, with a digital platform, you can find the mail you need in seconds. That’s because you can use filters to find exactly what you are looking for. When choosing a mail scanning service, get familiar with their dashboard UI and filters to find the right fit.
Should You Use a Mail Scanning Service?
In conclusion, using a mail scanning service is a great idea if you feel the benefits above are a game-changer for your business. However, make sure to choose the best mail scanning service to enjoy the benefits outlined in this article. Compare the pricing, features, and reputation of each service to find the right match for your business.
Are you looking for a high-quality mail scanning service that’s priced competitively and has excellent reviews? Then take advantage of the mail scanning service here at Business Anywhere. Get in touch if you have any questions on how we can help your business.
Mail Scanning Service FAQ
What is a mail scanning service?
A mail scanning service receives your physical mail at their address and converts it into digital format by scanning each piece. You can then view your mail online through a secure dashboard. To use this service, you’ll need to submit a mail forwarding form with the postal service so the scanning company can legally receive mail on your behalf.
How does the mail scanning process work?
Once your mail arrives at our facility, we scan each piece and upload the digital versions to your secure online account. You’ll receive notifications when new mail arrives, and you can access it instantly through your dashboard from anywhere in the world with internet access.
Is mail scanning secure?
Yes, reputable mail scanning services maintain high security standards for both physical and digital mail storage. Your physical mail is kept in secure facilities, and digital scans are protected with encryption and secure login systems. However, it’s important to choose a service with a proven track record of security.
How much does a mail scanning service cost?
Mail scanning services are typically very affordable and cost much less than hiring an employee to handle mail processing. The exact pricing varies by provider and package, but most services are designed to be accessible even for businesses on tight budgets.
How quickly will my mail be scanned?
The best mail scanning services scan and upload your mail on the same day it’s received. This ensures you have immediate access to time-sensitive documents and can make important business decisions without delay.
Can multiple employees access the same scanned mail?
Yes, most mail scanning services provide user management features that allow you to grant access to specific employees with varying permission levels. This is particularly useful when multiple team members need to review the same document simultaneously.
What happens to spam mail?
Quality mail scanning services filter out spam mail and won’t scan junk mail, saving you time and keeping your digital mailbox clean. You’ll never have to deal with unwanted promotional mail or advertisements.
Can I access my mail while traveling?
Absolutely. Since your mail is digitized and stored online, you can access it from anywhere in the world with an internet connection. This makes mail scanning services ideal for business travelers, remote workers, and companies with multiple locations.
What are the main benefits of using a mail scanning service?
The top advantages include:
- Time savings – No need to manually sort through physical mail
- Cost efficiency – Much cheaper than hiring staff for mail handling
- Enhanced security – Professional secure storage and digital protection
- Global access – View mail from anywhere with internet
- Better organization – Digital search and filtering capabilities
- Spam elimination – Automatic filtering of unwanted mail
- Team collaboration – Multiple users can access the same documents
- Easy document handling – Digital files can be edited, copied, and shared instantly
Do I need to set up mail forwarding?
Yes, you’ll need to submit a mail forwarding form with your postal service to redirect your mail to the scanning service’s address. This is a legal requirement that allows the service to receive mail on your behalf.
How do I organize and find specific pieces of mail?
Mail scanning services typically provide advanced search and filtering capabilities through their online dashboard. You can search by sender, date, subject, or keywords, making it much faster than sorting through physical mail. Most services also allow you to create folders and categories for better organization.
What types of businesses benefit most from mail scanning?
Mail scanning services are valuable for:
- Remote and distributed teams
- Frequent business travelers
- Companies looking to reduce administrative costs
- Businesses wanting to improve mail security
- Organizations needing better document organization
- Companies with limited physical office space
Can I still receive the original physical mail if needed?
Most mail scanning services offer options to forward original documents to you when necessary. You can typically request physical delivery of specific items through your online dashboard.
How do I get started with a mail scanning service?
Getting started is straightforward:
- Choose a reputable mail scanning service provider
- Sign up for an account and select your service package
- Submit mail forwarding paperwork to redirect your mail
- Begin receiving and viewing your scanned mail online
Is there a limit to how much mail can be scanned?
This varies by service provider and package. Many services offer unlimited scanning, while others may have monthly limits. Check with your chosen provider about their specific terms and any volume restrictions.
