Recordsforce Blog

From admissions paperwork and financial aid forms to invoices, transcripts, and student records, higher education institutions manage a massive flow of incoming mail and documents every day. But in...

When it comes to managing business documents, many companies still rely on manual processes, like filing cabinets, storage rooms, and stacks of paper waiting to be sorted. While this might feel...

In the legal world, every second counts and so does every document. From client correspondence and court notices to contracts and discovery materials, law firms and legal departments handle an...

Human Resources departments deal with a constant flow of documents, from resumes, onboarding forms and benefits paperwork, to tax forms, performance reviews, and more. Many of these arrive through...

For many organizations, the mailroom is an invisible bottleneck—slowing down operations, risking data security, and quietly costing thousands of dollars a year. But in a digital-first business...

Recent changes announced by the United States Postal Service (USPS) are poised to significantly disrupt mail delivery timelines, particularly in rural areas. As the USPS begins consolidating...

If your office still revolves around stacks of envelopes, mail carts, and physical inboxes, it might be time to take a step back and ask: Is this the most efficient way to handle incoming mail in...

Managing Accounts Payable (AP) documents efficiently is crucial for maintaining cash flow, vendor relationships, and compliance. However, traditional AP mail processing—relying on paper invoices,...

In the healthcare industry, managing incoming mail efficiently is critical. From patient records and insurance forms to invoices and lab results, healthcare facilities handle an overwhelming volume...

Amid the ever-evolving landscape of modern business, one thing remains constant: the need for efficiency and innovation. As many of us know, manual mail processing is no longer efficient. The...

Spring is the season of renewal—a time for fresh starts and clearing out clutter. While many businesses focus on physical office cleanups, one area that often gets overlooked is the mailroom. If...

In the era of digital transformation, businesses across all sectors are adopting tools that streamline operations, reduce costs, and improve efficiency. Among these tools, digital mailrooms stand...

A digital mailroom is an innovative solution that automates and streamlines the handling of inbound mail. By digitizing incoming correspondence, businesses can enhance efficiency, reduce manual...

The shift to remote and hybrid work has redefined how businesses operate. While digital tools have streamlined many workflows, traditional paper-based mail processes often remain a bottleneck. Enter...

Businesses are constantly seeking smarter ways to optimize workflows and reduce inefficiencies. One powerful solution transforming mail management is the digital mailroom. By digitizing incoming...

Scanning paper documents into digital formats is just the first step in modern document management. Once your documents are scanned, effective management is crucial to ensure long-term...

With our rapidly evolving business landscape, adaptability is more than a buzzword—it’s a necessity. Organizations face constant shifts in market demands, technological advancements, and remote work...

Limited Physical Mail Management Many virtual address services restrict the volume or types of mail they handle, making them unsuitable for businesses with high mail traffic or specialized needs....

How to File a USPS Change of Address: A Guide from Recordsforce Changing your address with the United States Postal Service (USPS) is an essential step when transitioning to using a digital mailroom...

In our information-driven world, businesses handle a massive amount of sensitive data daily. From confidential client records to proprietary business communications, securing this data is paramount....

Working with a document scanning provider is a smart way to digitize your business operations, but proper preparation is key to a successful project. By organizing and optimizing your documents...

Many financial institutions are still bogged down by outdated, paper-heavy processes. Transitioning to a digital mailroom offers a game-changing solution for these organizations, providing a host of...

As we approach 2025, the digital mailroom continues to evolve as organizations embrace technologies that enhance efficiency, accuracy, and security. From AI-driven innovations to hybrid workflows,...

Digital mailrooms, which convert physical mail into digital formats, offer organizations a powerful tool to streamline incoming document workflows. However, integrating a digital mailroom into your...

Every business depends on the smooth flow of information, and for many, incoming mail and documents are still a central part of daily operations. Yet, managing this flow of information in a...

A digital mailroom can transform the operations of healthcare practices by enhancing efficiency, accuracy, and security in handling essential documents. In an industry where speed and precision are...

Efficiency and cost-effectiveness are critical for maintaining a competitive edge in the business world. Many companies are turning to outsourced digital mailrooms as a solution to streamline their...

When it comes to insurance and claims processing, speed and efficiency are essential for delivering excellent customer service and staying competitive. Handling incoming claims mail in a...

Scaling a mailroom operation can be challenging, especially when a business grows rapidly. Traditionally, companies may choose to scale up by hiring more staff to handle increased mail volume, but...

Effective document management is essential for organizations aiming to streamline operations, reduce costs, and enhance productivity. However, many companies still face several challenges when it...

The mailroom is often considered the heartbeat of office communication, especially in industries where physical documents still play a critical role. Yet, many organizations overlook the real costs...

Businesses rely more and more on third-party service providers to handle critical functions such as data storage, financial processing, and customer service. With this reliance comes the need for...

If you’re considering digitizing your company’s physical documents, you’ve likely wondered about the cost. One of the most common units used to estimate the expense of document scanning is the...

OCR, also known as Optical Character Recognition, enables organizations to transform their document-heavy processes by converting paper documents, PDFs, and images into editable and searchable...

The demand for accessing and sharing information has reached unprecedented levels. Libraries, researchers, and book enthusiasts alike are increasingly looking for ways to digitize their collections,...

On a daily basis, businesses are inundated with information. From invoices to customer feedback, the sheer volume of data can be overwhelming. However, the real value lies not in the data itself but...

As the business world continues to evolve, so too do the tools and processes that keep it running smoothly. One of the most transformative changes in recent years has been the rise of digital...

Portsmouth, NH – [August 7, 2024] – Recordsforce, a leader in providing innovative document management and scanning solutions, is proud to announce that it has become a 100% employee-owned company...

In recent years, Artificial Intelligence (AI) has taken center stage in the business world, promising unprecedented efficiency, accuracy, and cost savings. From automated customer service bots to...

In the world of business, downtime can be incredibly costly. When a major outage strikes, it can disrupt operations, delay projects, and create chaos for any organization. Recently, a widespread...

In the realm of document management and data processing, three terms often come up: Data Extraction, Data Entry, and Optical Character Recognition (OCR). While they may seem interchangeable at a...

With the increasing volume of both physical and digital correspondence, many companies are turning to outsourced digital mailroom solutions. This approach not only streamlines mail processing but...

From financial records to sensitive client information, ensuring your digital documents remain intact, accessible, and secure is critical. Backing up and archiving digital documents are essential...

As many business owner’s know, the efficiency of your operations can make or break your success. One of the most effective ways to streamline your operations and boost productivity is by...

Traditional mailrooms have long been a bottleneck for businesses, requiring extensive manual labor and resources to process incoming mail and documents. Physical mail sorting, distribution, and...

Ensuring data security and compliance with regulations is essential for businesses of all sizes. One area often overlooked is the management of physical mail, which can contain sensitive information...

Businesses are increasingly reliant on digital documents for their day-to-day operations. However, many organizations still struggle with managing large volumes of paper documents, leading to...

The shift from paper-based document management to digital solutions is becoming increasingly essential. The benefits of document management systems are numerous, including improved efficiency, cost...

Outsourcing digital mailroom services has become increasingly popular, offering a range of benefits such as cost savings, improved accuracy, and faster processing times. However, with so many...

Small businesses are increasingly turning to document management systems (DMS) to streamline their document-related processes. A DMS offers a wide range of benefits that can help small businesses...

In the not-so-distant past, offices were filled with rows of filing cabinets, each drawer stuffed with paper documents. Finding a specific document could be a time-consuming task, often involving...

In an increasingly digital world, the concept of a traditional library is evolving. Book scanning and digitization have emerged as powerful tools to preserve knowledge, improve access, and transform...

The introduction of digital mailrooms has revolutionized how organizations handle incoming mail, significantly enhancing productivity and reducing costs. By digitizing physical mail, businesses can...

Compliance and security are paramount concerns for businesses of all sizes. Document scanning is a powerful tool that can significantly enhance both compliance and security measures. By converting...

Data is the key to success in today’s data-driven world, and businesses are constantly seeking ways to efficiently get their data and gain insights into their organization. Traditionally, extracting...

Companies are constantly seeking ways to streamline their operations and improve efficiency. One area where significant advancements have been made is in the management of incoming mail. Traditional...

Companies are constantly seeking ways to streamline operations, reduce costs, and improve efficiency. One area that often presents challenges is their traditional mail management. Traditional...

What is a document management system (DMS)? A document management system is a software platform designed to store, manage, and track electronic documents and images of paper-based information. It...

Whether you're a small startup or a multinational corporation, harnessing data effectively can make or break your success. However, extracting valuable information from vast amounts of data can be a...

Environmental consciousness is becoming increasingly vital and businesses and individuals are seeking innovative ways to contribute to sustainability efforts. One powerful solution that aligns with...

Businesses and organizations are continually inundated with vast quantities of paperwork and documents. Managing these documents efficiently is crucial for productivity, compliance, and...

Businesses are constantly confronted with the decision of whether to embrace document scanning and go paperless, or continue with the traditional and legacy methods of paper document storage and...

As we approach the end of the year, it's the perfect time to declutter and organize your business documents, ensuring a fresh start for the upcoming year. Document clutter can be overwhelming and...

The Ultimate Holiday Gift Guide For Document Enthusiasts Are you ready to sleigh the holiday season and bring a little extra cheer to the office of your favorite document aficionado? Are you tired...

Document scanning technology has evolved significantly over the years, and as we step into 2024, it's fascinating to explore the trends shaping this field. From increased accessibility to advanced...

As the year draws to a close, businesses of all sizes are getting ready for the hustle and bustle of year-end financials, audits and tax preparations. It’s a time when keeping your business records...

Recordsforce, a leading document scanning and data management company, is proud to announce its successful collaboration with over 30 municipalities across Vermont to digitize their documents and...

Document scanning has become an essential service for businesses looking to streamline their operations, reduce paper clutter, and enhance data accessibility and security. However, as with any...

The way businesses manage their mailrooms has undergone a remarkable transformation. The traditional mailroom, once synonymous with stacks of paper, manual sorting, and slow processes, has evolved...

The transition from paper to digital documentation and management has revolutionized how businesses and individuals store, access and share information. However, with these advancements come new...

The digital transformation of businesses has led to an exponential increase in the volume of documents and data being generated, stored, and managed. In this era of remote or hybrid work, document...

In the dynamic world of business, leadership has evolved from the conventional notion of control to a more nuanced and effective approach. True leadership isn't about holding the reins tightly; it's...

In today's fast-paced and competitive business world, fostering engagement among employees is crucial for the success of any organization. At Recordsforce, we recognize that engaged teams lead to...

Transitioning to a digital mailroom is a rewarding journey, but some are hesitant due to the change of address/mail forwarding process. Ensuring a smooth transition for your mail is a crucial step...

Organizations are constantly searching for ways to streamline their operations and enhance efficiency. One way to do so is turning a manual process for incoming physical mail into a digital...

In an increasingly digital world, data security and compliance are paramount concerns for businesses across various industries. Document scanning, the process of converting physical documents into...

In the world of insurance, staying ahead of the competition requires embracing technological advancements that streamline operations and reduce manual processes. One of those advancements that has...

As businesses adjust to the use of digital documents, finding the right document scanning provider is a crucial part of the transition. While some companies may choose to use a storage company for...

An example of a workflow can be anything from automating an accounts payable invoice review process, to the hiring and onboarding of an employee, to the process of reviewing and signing a contract....

Generally speaking, all businesses have the potential to be audited at some point and going through an audit can be an extremely time consuming and stressful process if you don’t have all of your...

Digitizing business documents and outsourcing mailrooms have become the norm in today’s world. Digital mailrooms are rapidly evolving and have become an integral part of many organization’s...

Businesses of every size have processes that keep their businesses running. Many of these processes, from invoice processing to insurance claims and contract reviews, are done manually and even...

When the pandemic hit and many businesses were figuring out how to manage their remote workers, workflow systems became the key to making sure their teams were staying productive. Paper-based...

We’ve all been there — starting a project, unsure if we should do it ourselves or hire an expert to get the job done. Before starting any project, it’s always important to estimate how much time and...

While paper has been successfully phased out for some businesses, there are more companies than I ever imagined still running on it. It’s not just your typical small businesses either.  Some of...

What do you think of when you think of your local city or town hall? Most people don't tend to think of a fast-paced, highly digitized environment. Especially not a place where they could skip the...

Artificial Intelligence has been in the headlines for years. From bringing the end of humanity or the end of human suffering, the promise of a different world has long been expected as a product of...

If you have documents that you need to keep for regulatory or compliance reasons, you might have considered storing them off site or getting them scanned. Having a framework to help you make the...

The FDA has the power to slap you with reprimands, findings and even shut down manufacturing operations for a range of reasons. In our business, we’ve always focused on protecting our FDA regulated...

Today’s opportunity for improving your HR business processes has never been easier or more affordable. But understanding what is “best practice” and what is just a fad is getting harder and harder...

A digital mailroom is a simple way to free up valuable office space and resources. Digital mailroom services provide you with a streamlined, auditable mail fulfillment process, while eliminating...

Electronic document management is a system or process used to manage, track and store electronic documents. But why is it important? According to the Associate for Intelligent Information Management...

The buying, selling, and managing of properties is a paper-intensive process. You are in charge of keeping many different documents organized and secure. You or your team members are always on the...

You know the drill, you’ve set the deadlines for your students and their families to submit their financial aid verification documentation months in advance. No one should be surprised by the dates...

Making the change from paper charts to electronic health records (EHRs) can be daunting, and you may be considering if it is worth it for your practice. Paper is definitely becoming a thing of the...

Between selling cars and servicing them, auto dealers have to keep documentation on every aspect of the business.  Deal files and repair orders make up the bulk of this paperwork, and while a lot of...

Automating your mailroom and forwarding your mail to a different state to where your digital mailroom service provider is can feel like a big leap. It’s important to protect your mail and your...

Does your team constantly manage information that is submitted via various types of documents, PDF’s, or other submittals?  Do you have a database of historical information that has never been...

Even though it has been proven that statistically, outsourcing your document scanning and management helps to cut costs and improve efficiency, many businesses are still skeptical of outsourcing...

Maybe you were ahead of the game and had already invested in the digital technology and tools like a document management system that would help your business operate effortlessly from anywhere, or...