What is a digital mailroom and how it works

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As technology advances, so do many businesses’ strategies. One of these strategies that is becoming more and more popular is the digital mailroom. But what exactly is a digital mailroom, and how does it work? In this blog post, we will explore the basics of a digital mailroom and why it can be so beneficial for businesses trying to stay competitive in our ever-changing digital landscape. We’ll look at how it works, the various benefits it offers, and how to get started with your own digital mailroom.

What is a digital mailroom?

A digital mailroom is a centralized, electronic processing center for an organization’s incoming mail. Paper documents are scanned and converted to digital format, then routed to the appropriate department or individual within the organization. The advantages of a digital mailroom include increased efficiency and accuracy in document handling, as well as decreased paper usage.

How does a digital mailroom work?

A digital mailroom is a paperless processing system for incoming mail. Mail is scanned and then converted into digital format, which is then routed to the appropriate recipient. The digital mailroom can track and manage all inbound mail, and can even automate some of the tasks associated with processing mail, such as sorting and delivering.

The benefits of using a digital mailroom

There are many benefits of using a digital mailroom over a traditional mailroom. Perhaps the most obvious benefit is that it is more efficient and cost effective. With a digital mailroom, there is no need to sort through physical mail or use paper documents. This can save your organization time and money.

Another benefit of using a digital mailroom is that it can help you go green. By digitizing your mail, you can reduce your reliance on paper. This can help you save trees and conserve other natural resources. In addition, it can also help you cut down on office waste.

Finally, using a digital mailroom can help improve your customer service. When customers send you correspondence electronically, you can respond more quickly and efficiently. This can lead to happier customers overall.

How to set up a digital mailroom

A digital mailroom is a secure, online platform where businesses can receive, manage, and store their physical mail. Setting up a digital mailroom is simple and only requires a few steps.

1. Choose a digital mailroom provider: There are many different digital mailroom providers to choose from. Do some research to find the one that best fits your business needs.

2. Set up an account: Once you’ve chosen a provider, setting up an account is easy. Most providers will require some basic information such as your name, business name, address, and contact information.

3. Provide your mailing address: Your digital mailroom provider will give you a unique mailing address to use for all of your physical mail. This is the address that you will provide to your senders.

4. Start receiving mail: That’s it! Once you’ve set up your account and provided your mailing address, you’ll start receiving your physical mail in your digital mailbox. You can then manage it all online – view, download, share, and even archive important documents.


We hope this article has enabled you to better understand what a digital mailroom is and how it works. By replacing traditional paper-based processes with automated digital systems, a digital mailroom can save organisations both time and money while increasing efficiency. The implementation of a digital mailroom system allows businesses to streamline their workflow, making documents available quickly and accurately while ensuring their security – all at the same time. So if your business needs to become more efficient, then investing in a reliable digital mailroom could be something worth considering.

We will be happy to talk with you and match you with the perfect solution for your organization/company.

Shai Leviner
Shai Leviner
Responsible for CharacTell’s global sales, marketing, and business development outside the US.
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