Each hour in the United States, the postal service processes an astonishing 20.2 million pieces of mail. The majority of that mail is intended for business purposes, and it can become quite the hassle for some business owners!

Waiting for that mail often isn’t an option, and it can become very frustrating to have to wait. Organizing and sorting through it can also take hours.

This is one of the key reasons that so many businesses decide to invest in mail scanning. In this piece, we’ll take a closer look at what we mean by mail scanning before we explore its pros and cons.

Mail notification popping up on a computer screen

What Is Mail Scanning?

Mail scanning is a service where a business opens and scans mail on behalf of a client. A trusted mail scanning provider will work with a number of businesses to efficiently and safely deliver mail digitally.

The Pros of Mail Scanning

Now that we understand what mail scanning is, let’s dive right into the key benefits of this type of service.

Woman on the phone checking her virtual mailbox

Stop Waiting for Forwarded Mail

A number of delivery services offer mail forwarding, but this can extend the length of time that you have to wait for your mail. A number of important documents are sent via the mail, and this could mean that you’re left in the dark when you should be making important decisions.

If you decide to work with a trusted mail scanner, you’ll be able to access your mail much faster. This can give you the additional time that you need to start making the right decisions for your business.

Man starring at a clock and waiting

Organize Your Mail Digitally

We live in a digital world, but the power and popularity of physical mail still persists. This can be very frustrating for those business professionals who rely primarily on digital technologies. From that perspective, physical mail is very inconvenient.

Mail scanning is a great solution to this issue. A reliable mail scanning service means that fast-moving professionals can stay on top of their physical email using digital platforms. This helps people to stay on top of their work in one single location.

A virtual mailbox showing up on a mobile & computer device

Are Virtual Mailboxes Safe?

Given that mail has the potential to be picked up by anybody at any time, it could pose a security risk. This is a big challenge that businesses need to manage appropriately – if not, those businesses might find themselves the victim of a data breach.

Mail scanning is a great solution to the problem of security, given that the mail is handled by a group of trained and trusted professionals. Those letters are then sent securely via a digital platform, making sure that they are seen only by the right eyes.

A number of mail scanning providers will also take care of the disposal of mail, too, adding an extra layer of security.

Access Direct Mail on Mobile

Business travel is more prevalent than ever before, meaning that there are a number of professionals who find themselves on the road on a regular basis. Direct mail is inconvenient for those people, who will often need to make key decisions in response to that mail.

Mail scanning services are great for those professionals who need to stay updated while they’re on the move. The best mail scanning providers are able to send messages incredibly quickly or upload mail to a platform. It’s very simple for business people to access those platforms on mobile while traveling.

Woman holding a smart phone in her hand

Free Online Storage

Direct mail can be quite frustrating because it takes up physical space. This can become a burden within office environments and it can distract team members – countless studies have demonstrated how clutter can be a big drain on productivity.

Storing and maintaining that mail can also become difficult – it’s often a complete job in itself! Mail scanning services are very convenient, given that they empower businesses to digitize their messages and store them in the cloud.

The best mail scanning providers will offer secure digital platforms, too, with ample amounts of storage. This platform means that businesses have immediate access to their mail exactly when they need it, without the headaches that come with physical direct mail.

Documents are stored in mailboxes in the cloud

The Cons of Mail Scanning

Now that we’ve taken a look at the benefits of mail scanning, let’s take a closer look at some of the perceived downsides.

It’s worth noting that these downsides will only apply in very particular cases – more often than not, mail scanning can help businesses to operate more efficiently than ever before.

Concerns About Privacy

Some security-conscious businesses might be concerned about having a third party handle their mail. Particular industries will be more sensitive to this than others, and it could even breach compliance rules.

It’s worth noting, though, that the best mail scanning providers have proven track records. They are trusted by a large number of businesses throughout the United States and they deliver a consistent level of service. This is why it’s so important to do your homework before you choose a mail scanning service provider.

Hand holding a smart phone that is private & secure



An Additional Expense

Some businesses – particularly nascent ones – are often reluctant to assume new expenses. It can be intimidating to forge new contracts, and that’s why some of those businesses are reluctant to pay for a mail scanning service.

Taking a big picture view, though, mail scanning is often a worthwhile and profitable investment. It can save a great deal of time and ensure that businesses stay on top of important activity via direct mail.

A calculator on a expense chart with a pen next to it
expenses concept displayed on calculator

Start Scanning Your Mail Today

We hope that this piece has given you a clearer idea about mail scanning and why it may or may not be right for you.

As with any other business decision, it’s critical that you carefully weigh the pros and cons to guarantee you make the right decision. You’ll also want to find the right provider: be sure to learn more about US Global Mail today and how we might be the right fit for your business.

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