Digital Mailroom

Virtual Mailroom Services During COVID-19

Digital Mailroom

Our virtual mail service is an outsourced service provided by us here at Tab Service Company. We immediately scans, files, and organizes all a company’s physical mail, making it available via the internet. Companies that subscribe to a virtual mail service don’t have to worry about ensuring that someone is available from their company to physically collect mail because the mail will be emailed to the person who subscribed to the service on a regular basis.

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A virtual mail service can ensure that your desk isn’t piled up with large amounts of unopened envelopes, and it can also ensure that invoices are paid in a timely fashion. If you aren’t able to access your physical mail in a timely manner, then you could miss important and time-sensitive notices. You never have to worry about these issues with a digital mailroom, as the company that you opt to perform this service for you will ensure that your mail is processed immediately and quickly emailed to you.

Our digital mailroom is an innovative service that takes the stress off many business owners, as they no longer have to worry about the management of their mail. The process is streamlined into an easy process, allowing business owners to access and manage their mail with the click of a mouse, whether they’re working from home or vacationing on the beach of a tropical island.

Contact us to learn more about this service.

How does digital mail outsourcing work?

It may seem like a complicated process to get started with a digital mail outsourcing service, but it’s really quite simple. All you do is choose the agency of your choice, choose the best plan based on your company’s needs, and then once you’ve finalized things you have nothing else to worry about. Once you subscribe to a digital mail service, all you have to do is sit back and wait for your mail to be digitally delivered to you each day. Here is what to expect:

  • Your physical mail will be picked up for your company on a daily basis
  • A special machine called an envelope slitter rapidly opens all your company’s mail
  • Your documents are then properly sorted and categorized
  • Next, custom digital workflows are created
  • All your documents are quickly scanned and digitized
  • Your documents are then made available to you so you can decide whether to save, share or delete

When do I need a digital mail service?

For people who have earned more than $600 during a single tax year who fail to receive IRS 1099 forms, they can opt to contact the business and request one. However, there is no guarantee that the company will provide one, so the taxpayer must be sure to keep track of 100% of their earnings so they can be accurately reported.

It may seem difficult when trying to determine when and if your business needs a digital mail service. You need a digital mail service if you receive a large amount of mail and you don’t have the staff available to physically obtain and sort the mail for you. This could result in your mail piling up and possibly even becoming lost, damaged, or completely destroyed. Some businesses also experience problems with sensitive mail ending up being opened by the wrong person, which could potentially pose an entire host of other problems.

Another thing to consider when trying to determine if you need a digital mail service is if you’re running out of storage space for mail. Important mail can quickly pile up, taking up space that could be used for other purposes. You could hire your own mailroom staff to open and digitize your mail onsite, but this is going to cost you a lot more than subscribing to a digital mail service would. In addition, digitizing mail by hand increases the chances of errors occurring, which is something that you definitely don’t want. Digitization of your mail also keeps all your mail online, unless you choose to print it.

A digital mail service can also save you from becoming overwhelmed with the management of your company’s mail. Opening, sorting, and filing mail is not only time-consuming but potentially frustrating, as well. Why not allow a digital mail service to manage your mail for you, so you can free up your time to manage other important aspects of your company?

As you can see, there are many advantages of investing in digital mail outsourcing and other BPO services, especially if you receive a large amount of mail or if you’ve experienced some security issues in the past. Tab Service Company offers digital mail services that can give you peace of mind that your mail will be safely and expertly delivered to your email address, regardless of where you are. We at Tab Service Company pride ourselves on providing high-quality, dependable digital mail services, so give us a call today to get started with eliminating your mail-related stress.

Contact us to learn more about this service.

Digital Mailroom Solutions to Continue Business-as-Usual

The COVID-19 pandemic has forced non-essential business employees to work from home. However, many job duties cannot be fulfilled remotely. Tab Service Company is partnering with companies to mitigate the obstacles caused by our shelter-in-place orders.

Retrieving, sorting and distributing an organization’s mail are among the tasks that cannot be accomplished from home. That’s why we created a digital mailroom outsourcing service that allows you to continue to perform your important mail-related work, albeit in a different format.

How do outsourced mailroom services work? Your mail is picked up at your building and brought to Tab Service Company. We open envelopes, sort, scan and index all paper documents. The now-digitized documents are delivered to the right recipients electronically. After receiving a link to the digital copy of each mail piece, employees decide whether to retrieve, save, forward or delete the document.

Our digital mailroom automation service includes:

  • Picking up office mail on a daily basis
  • Opening mail with a high-speed envelope slitter
  • Sorting/categorizing documents
  • Creating custom digital workflows
  • Scanning/digitizing paper documents
  • Performing Optical Character Recognition (OCR)
  • Uploading documents and data directly to the client’s network or FTP

Benefits of Our Virtual Mailroom Services

  • Mail is not left sitting outside your office.
  • Important documents are accessible from anywhere.
  • OCR technology allows a quick search of contents.
  • Documents are easily shared, increasing collaboration.
  • A record is created of every piece of mail.
  • Visibility is provided into the types of mail received.
  • Security and privacy protocols are customized for each client.
  • Fewer paper documents free up office space.
  • Mailroom storage is free for 30 days.

Why Choose Tab Service Company?

We began providing digital mailroom services in 2020 to assist companies during the pandemic, and this concept is working extremely well. Tab Service Company already had the skilled personnel and advanced equipment, so taking on this new solution was an easy decision. We are proud to be able to help organizations and businesses during this unprecedented time.

Tab Service Company undergoes an SSAE18/SOC2 audit every year to ensure we have the proper controls and management functions in place to ensure processing integrity, confidentiality and security. The latest report will be provided upon request. To obtain this report and/or to learn how we will support your remote workforce, get in touch today.

Need Help Keeping Tabs on Your Data and Documents?

Tab Service Company is your one-stop shop for back-office processing and data collection needs.