In-house mailrooms used to be the standard solution for businesses. However, that system of handling mail left plenty to be desired.
Maintaining a mailroom comes with substantial expenses and complications. Firstly, substantial facility space is necessary as well as additional equipment. The space and equipment need to be maintained regularly to keep the mailroom functioning properly. Yet, that’s not all.
A dedicated in-house mailroom needs to be staffed with fully trained employees. Taking all this into account, it’s no wonder dedicated business mailrooms fell out of favor when alternative solutions became available.
Outsourced mailroom services represent precisely that solution. More businesses employ these services to minimize expenses and free up time and space for their teams. This article will explain what outsourced mailroom services are and whether your business needs one.
What Do Outsourced Mailroom Services Include?
When it comes to mailroom outsourcing, modern solutions primarily focus on digital technologies. These services are provided by dedicated companies that can handle all operations related to mailrooms.
The essential tasks of outsourced mailroom services include capturing data, handling and processing checks, archiving images, claim intake, and various other data and document collection and processing types.
The company handling the outsourced tasks will have the capacity for handling large volumes of mail as well as the tech resources to support mail management. A quality outsourced mailroom service will include the most up-to-date solutions along with the necessary expertise for safe document handling.
In addition, an outsourced mailroom may come with advanced automation that’s beyond the capacity of an in-house business mailroom. As a result, the service can ensure reliable data backups, access protection, complete security, and constant support.
Why Are Outsourced Mailroom Services Beneficial?
There are many benefits to outsourcing your mailroom. In a nutshell, these are the main advantages of outsourced mailroom services:
- Operational efficiency
- Reduced physical footprint
- Latest technology
- Following best practices
- Compliance with industry standards
- Improved security
- Scalable service
- Workflow streamlining
- Better communication
- Smaller overhead costs
Operational Efficiency
Mailroom management is a crucial part of every organization but handling it in-house can detract from the main operational tasks. Outsourcing relieves your teams from this part of the workflow that usually only holds them back from going all-in on vital processes.
With a dedicated team handling the outsourced mailroom service, your business can free up precious time and stay efficient.
Reduced Physical Footprint
Excessive space is one of the most evident downsides of in-house mailroom handling. Mail collection and storage requires plenty of room, not only for the mail itself, but the people working in the mailroom and the equipment.
With outsourced mailroom services, that space can be freed up and made available for other departments. If the company doesn’t need the room, you can save the additional costs by getting rid of the redundant space altogether.
Latest Technology
Outsourcing services keep their systems up-to-date at all times. This allows the service to leverage modern solutions and stay relevant. By extension, your mailroom handling becomes a considerable benefit to the entire company.
Core operations are no longer at risk of being interrupted and the mail system is much less prone to errors or disruptions.
Following Best Practices
When businesses decide to keep their mailrooms in-house, that choice also means constantly updating technology. Furthermore, it necessitates training the team that works in the mailroom and all of the challenges that come with it.
Outsourced mailroom services employ experts that understand the best industry practices and follow them to the letter. Better yet, the expert support means your business doesn’t have to dedicate additional resources and spend extra time on training.
Compliance With Industry Standards
Mailroom management becomes increasingly difficult if there’s no transparency or process oversight. A dedicated service follows the leading industry standards in that regard, ensuring complete compliance. Consequently, your organization will be free from compliance-related concerns.
Improved Security
It should go without saying that every business benefits from security improvements. Of course, this extends to the documents and data exchanged via mail.
Outsourced mailroom services increase security by using advanced systems and encryption. By employing a dedicated service, your business can benefit from authorized access to documents, safeguards and redundancies for error protection, and specialized protocols to prevent data breach.
Scalable Service
As businesses grow, so do their requirements. In time, your organization may need more mailroom space, additional team members, and expanded technical capacities.
Dealing with all of that in-house can be complicated and costly. However, a dedicated service won’t have issues scaling with your business, keeping all related processes effortless and straightforward.
Workflow Streamlining
When you outsource mailroom management, all of the complications get outsourced as well. Your company doesn’t have to deal with data capture, processing, storage, and similar tasks. Instead, the data is processed externally and forwarded to the business without the associated heavy lifting.
Since all mailroom tasks are already taken care of, your workflow will stay intact and streamlined.
Better Communication
System integration is much easier with outsourced mailroom services. There are no issues with uncompliant documentation or miscommunication.
The service will enjoy the benefits of direct communication, fast issue resolution, secure channels, and even improved customer experience.
Smaller Overhead Costs
The result of all other benefits combined is a considerable reduction in overhead costs. There are no expenses related to additional personnel, maintenance, security, IT, or training.
Additionally, the time saving is just as important. With the burden of mailroom management eased, your teams will be free to dedicate themselves to creating better business opportunities and maintaining seamless operations.
Outsource Your Mailroom for Optimal Results
When you consider all of the advantages of outsourced mailroom services, there’s no reason not to let a team of experts handle the essential mailing tasks. With IMR Digital, a KDI Office Technology company, your mailroom can be managed professionally and up to the highest standards.
If you’re looking for the right service for your business in Philadelphia, eastern Pennsylvania, New Jersey, or Delaware, feel free to contact us and get your mailroom in ideal working order today.