When businesses switch to a digital mailroom solution, one of the biggest changes is how incoming mail is handled. From setting up a new mailing address to ensuring all your mail gets where it needs to go, there are naturally lots of questions!
Below we cover some of the most common digital mailroom FAQs, especially around changing your business address, mail forwarding, and what to expect when you partner with a mail scanning provider.
1. How do I change my mailing address to use a digital mailroom service?
Changing your mailing address is simple, but it’s important to do it carefully to avoid any disruptions. When you move to a digital mailroom:
- Your provider will give you a dedicated mailing address or P.O. box, this is where all incoming mail should be directed.
- You’ll need to update your address with vendors, customers, and other business contacts.
- You should file a change-of-address form with USPS so they know to forward mail from your old address to your new digital mailroom address.
Your digital mailroom provider can usually assist with guidance on how to communicate these changes to stakeholders.
2. How long can I stay in mail forwarding with USPS?
USPS mail forwarding is designed as a temporary solution. Typically:
- Standard forwarding lasts for 12 months for most business mail.
- You can request shorter or longer periods, but USPS encourages updating senders directly rather than relying on forwarding long-term.
Mail forwarding helps during the transition, but for best results, notify all important contacts of your new mailing address as soon as possible.
3. Do I need to register this address change with the IRS?
No, you do not need to notify the IRS if you’re using a digital mailroom provider to manage your business mail as long as your business’s physical location is not changing.
However, a few important points to keep in mind:
- IRS records should reflect your actual physical business address — not a mail forwarding or processing address.
- If you’re changing your mailing address (e.g., switching from receiving mail at your office to using a digital mailroom provider’s PO Box), you may want to update your mailing address with the IRS so future IRS correspondence goes to the correct place.
- To update your mailing address with the IRS, you can file Form 8822-B (Change of Address or Responsible Party — Business).
4. Will you receive all my mail?
Yes, once your mail is directed to your digital mailroom address, your provider will receive all mail that is sent to that address. It’s essential that you update all key contacts with your new mailing address. Any mail still sent to your old address won’t reach the digital mailroom unless forwarded by USPS.
5. How does it work?
A digital mailroom automates the intake, processing, and distribution of incoming physical and digital mail. Here’s how it works:
- Mail Collection
All incoming mail is rerouted to a central location, such as a P.O. box managed by the digital mailroom provider. - Mail Opening & Preparation
Trained staff open and prepare the mail for scanning, removing staples and organizing documents for efficient processing. - Document Scanning
Each piece of mail is scanned using high-speed equipment, converting paper into digital images. - Data Capture & Indexing
Intelligent software and operators extract key information (like names, dates, or invoice numbers) and classify the documents. This ensures they can be easily found and routed. - Secure Delivery
The digitized mail is securely delivered to the right people or systems, via email, cloud storage, or a document management system, based on predefined rules. - Archival & Access
Digital copies are stored for easy retrieval, compliance, and audit purposes. Original paper can be stored, returned, or securely shredded depending on your needs.
6. What happens to physical mail after it’s scanned?
This is a question we hear often! After your mail is scanned and digitized:
- You can choose for the physical documents to be securely shredded and destroyed (with a certificate of destruction).
- You can request archival storage of originals for a set period.
- Some clients opt to have certain original documents returned to their physical location.
Your digital mailroom provider will work with you to set preferences that fit your business’s compliance and operational needs.
7. How is a digital mailroom implemented?
At Recordsforce, first we meet with your team on a weekly basis to identify your different document types. From there we design business process rules and routing rules for each document type. We then build out your delivery workflow. As mail starts to come in, we perform testing and make alterations to the workflow to make it best suits your needs.
8. How do you handle junk mail?
Consider us your spam folder! Mail such as publications, magazines, and non-business related mail is scanned and routed to the right person in your organization to make a decision on whether it should be kept or not. Other mail will go to a general inbox monitored by a stakeholder on your team and new business process rules are designed around that type of mail on an ongoing basis, such as if it should be processed and forwarded or not digitized and shredded.
9. How long does it take to be implemented?
At Recordsforce, we work with your team as long as needed to get the system up and running and working for your team. Typical turnaround time from signup to getting mail processed is about 3-5 weeks.
10. Will this slow down the rate at which we get our mail?
Quite the contrary, it speeds it up! Recordsforce collects mail daily and then scans and delivers the digitized documents within one business day.
In conclusion, switching to a digital mailroom is one of the smartest moves an organization can make to improve efficiency, security, and flexibility. While it involves some upfront address changes and adjustments, the long-term benefits, like faster document access, better organization, and smoother workflows, make it worthwhile.
At Recordsforce, we make the transition simple and stress-free. Our team will guide you through updating your mailing address, setting up forwarding, and ensuring a smooth flow of mail to your digital mailroom.