Businesses of all sizes are moving away from traditional paper-based mailrooms and toward digital solutions. But not every organization needs the same level of service. That’s why Recordsforce offers both a Digital Mailroom and a Digital PO Box.
While these services share the goal of eliminating manual mail handling, they serve very different needs. Here’s how to determine which one is right for your organization.
What Is a Digital PO Box?
A Digital PO Box is a simplified solution designed for organizations with lower mail volumes. It’s ideal for:
- Small businesses
- Remote offices
- Executives on the go
How It Works
- Mail is collected at a secure PO Box managed by Recordsforce.
- Our team scans and digitizes the mail and reviews for accuracy.
- Instead of being routed individually, documents are delivered as a batch of PDFs via SFTP.
Benefits of a Digital PO Box
- Fast & secure delivery of all mail in one batch.
- Easy to manage with simple PDF files.
- Cost-effective for organizations that don’t need advanced routing or automation.
A Digital PO Box is perfect when you want your mail digitized, but don’t require complex distribution or system integration.
What Is a Digital Mailroom?
A digital mailroom is a more advanced, enterprise-level solution that includes scanning, automation, and workflow routing. It’s built for organizations that deal with higher volumes of mail and need documents delivered to different recipients, departments, or systems.
How It Works
- Incoming mail is redirected to Recordsforce’s secure facility.
- Each piece is scanned using high-speed equipment and reviewed for accuracy.
- Data extraction tools capture key information (like invoice numbers, case IDs, or student records).
- Mail is delivered directly to the right employee, department, or business system — via Recordsforce Cloud, workflow automation, SFTP, or direct integration.
Benefits of a Digital Mailroom
- Improved accuracy with indexing and data capture.
- Faster distribution across teams and departments.
- Automation that accelerates workflows and reduces manual tasks.
- Scalability to handle spikes in mail volume without additional staff.
A digital mailroom ensures that critical documents get where they need to go, quickly, securely, and with full visibility.
Digital Mailroom vs. Digital PO Box: Which One Do You Need?
Choose a Digital PO Box if:
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- You’re a small business, remote office, or executive needing a simple way to access mail.
- You prefer all mail delivered as batch PDFs via SFTP.
- You want a low-cost, straightforward option.
Choose a Digital Mailroom if:
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- Your organization receives large volumes of mail.
- Documents need to be routed to different people or departments.
- You want to integrate with existing business systems for automation.
Both solutions eliminate the hassle of managing paper mail, but they serve different purposes. A Digital PO Box offers simplicity and ease of access, while a Digital Mailroom provides enterprise-level automation, data extraction, and intelligent distribution.
👉 Not sure which option fits your business best? Contact Recordsforce today and let our team help you choose the right digital mail solution. You can even compare plans and pricing here.