For many businesses, physical mail is still a vital part of daily operations. Invoices, contracts, legal documents, checks, customer correspondence, the list goes on. But relying on manual handling of incoming mail can slow operations, create bottlenecks, and introduce risks like misplaced documents or delayed responses. This is where mail scanning comes in.
Mail scanning is a key component of a digital mailroom, designed to convert paper mail into digital files that can be distributed, accessed, and managed with ease. But what exactly happens between a letter arriving at a secure facility and that same letter appearing in someone’s inbox as a digital document? Let’s walk through the full mail scanning process, step-by-step.
The Mail Scanning Process: How It Works
1️⃣ Mail Reception at a Secure Facility
The first step in the mail scanning process is rerouting your organization’s mail to a secure mailroom facility. This can be done by:
- Setting up a dedicated P.O. box or address managed by the scanning provider.
- Forwarding mail from your business location to the provider’s site.
This step ensures all incoming mail is handled in a controlled environment where access is limited to trained personnel.
2️⃣ Mail Opening and Physical Preparation
Once mail is received, specialists carefully open each piece of correspondence by hand or using specialized equipment. During this phase:
- Staples, paperclips, and bindings are removed.
- Pages are flattened or prepared for smooth feeding into scanners.
- Documents are sorted based on rules you set, such as by department, recipient, or document type (e.g., invoices, contracts, checks).
This ensures the mail is ready for clean, accurate scanning.
3️⃣ Scanning and Imaging
Documents are then fed through high-speed, high-resolution scanners that produce clear digital images. This phase is critical, as the quality of these images determines how easily documents can be read, shared, and stored.
4️⃣ Data Capture and Indexing
Scanning is only part of the equation. To make mail truly usable, key information needs to be identified and indexed. This might involve:
- Optical Character Recognition (OCR): To make scanned text searchable.
- Barcode or QR code recognition: To speed up routing of standardized forms.
- Manual data entry or validation: For critical fields that need human verification (e.g., invoice amounts or signatures).
Indexing allows documents to be retrieved quickly in your document management system or other software. You can choose which data points to capture, such as date, sender, invoice number, or account ID.
5️⃣ Secure Digital Delivery
Once indexed, the digital versions of the documents are securely delivered to the appropriate people or systems. This might be through:
- A cloud-based document management system
- A Secure File Transfer Protocol (SFTP)
- Direct integration with your document management system (DMS), ERP, or workflow automation tools
You can define distribution rules, so mail is automatically routed to the right place without manual handling.
6️⃣ Disposition of Physical Mail
What happens to the original paper mail after scanning? That’s up to your organization’s preferences and policies. Options typically include:
- Secure shredding and certified destruction
- Physical archiving in secure storage
- Return of selected mail items to your facility
This final step ensures that your organization meets its compliance, legal, and operational requirements.
Key Benefits of Mail Scanning
The mail scanning process provides organizations with several advantages:
- 📈 Faster access to information: No more waiting for paper mail to make its way through internal delivery routes.
- 🔒 Enhanced security: Centralized receipt and controlled scanning reduce risks of loss or unauthorized access.
- 🕒 Time savings: Employees spend less time sorting, opening, and distributing mail manually.
- 💰 Cost savings: Lower physical storage needs, fewer manual labor hours, and reduced paper handling.
- 🌎 Support for remote and hybrid workforces: Digital delivery means employees can access mail wherever they are.
Who Uses Mail Scanning?
Mail scanning is valuable for organizations of all sizes and industries, including, but definitely not limited to:
- Healthcare providers managing patient correspondence and medical records
- Insurance companies processing claims and forms
- Law firms handling contracts and legal notices
- Financial services managing checks and sensitive client documents
- Government agencies digitizing official communications
Any business that wants to improve efficiency and reduce paper dependency can benefit from mail scanning.
How to Get Started
Implementing a mail scanning solution begins with a consultation to understand:
- Your current mail volumes and workflows
- Types of mail and documents you receive
- Security, compliance, and retention requirements
- Your technology systems and integration needs
From there, the scanning provider will help design a process tailored to your organization.
The mail scanning process transforms how organizations handle paper correspondence, creating a streamlined, secure, and efficient way to manage incoming mail. It’s not just about going paperless, it’s about unlocking faster, smarter ways to work.
If your organization is ready to modernize its mailroom, consider partnering with a trusted provider like Recordsforce. Our secure mail scanning services help you eliminate bottlenecks, improve compliance, and support your digital transformation goals. Contact us to learn more or request a free consultation.