Did you know that you can read the contents of your postal mail even if you don’t have it on hand? Mail scanning services make this possible. They are a handy and practical way to manage your postal mail online and remotely, allowing you to read pages of your physical mail wherever and whenever.
This article will explore how mail scanning services work, how to set it up, and what benefits they offer to individuals and small businesses.
What is Mail Scanning?
Mail scanning is a service that allows you to see the contents of your postal mail remotely in digital file format.
With a mail scanning service, your postal mail is delivered to the store or office of the service provider. Their staff will open it and scan or take photos of its contents. They’ll then upload the scanned files of your mail items to a secure platform where you can access and read them.
Pack and ship centers or coworking spaces typically provide mail scanning as part of their virtual mailbox services. A virtual mailbox allows customers to access and manage their postal mail remotely. One way that customers manage their physical mail is by using the mail scanning feature of a virtual mailbox.
The Benefits of Mail Scanning
Mail scanning offers the following advantages for individuals and small business owners:
Remote Mail Access Convenience
Do you want to see the contents of a letter right away? There’s no need to wait until you have it in your hands. With just a few taps on a mobile app, you can read a letter, an important document, or a business correspondence immediately. It doesn’t matter where you are. You could be out and about in your hometown or in another country on a business trip. No matter where you are, mail scanning services allow you to access your postal mail around the clock from a simple app on your mobile device.
Productivity and Efficiency
Mail access via mail scanning contributes to a more efficient business process. Because you can read the contents of your mail items right away, you can act on them expeditiously. Having mail scanning is especially critical when you must keep track of time-sensitive documents sent via postal mail.
By scanning your mail, you can learn its contents, send timely replies, forward important items to partners or clients, pay bills on time, and handle other crucial tasks promptly.
Digital Storage
When a mail scanning service provider scans your mail, they also keep digital copies of your postal mail in cloud storage, contributing to a more organized filing system. You’ll find what you need in the cloud whenever you need it, no matter where you are.
Do you need to review a contract or find a reference document? No worries! If these items were delivered via postal mail and scanned, you can easily find them in your virtual mailbox storage.
Digital storage also helps protect important business files from issues that may arise from keeping physical copies of documents. With digital files, there’s no risk of misplacing documents or filing a letter in the wrong drawer. Faced with human errors, natural disasters, or similar incidents, you can always rest assured that your scanned letters are safe and sound.
How to Set Up Mail Scanning: A Step-by-Step Guide
Setting up a mail scanning account is easy. Here are the steps to sign up for the service:
- Find a virtual mailbox provider that offers mail scanning.
- Decide on plan type by considering price, location or address, and additional services.
- When you sign up for a virtual mailbox, you’ll need to fill out an application form and submit supporting documents to verify your identity and authorize the service provider to handle your mail.
In the US, you’ll need to fill out the PS Form 1583. The United States Postal System requires this form, which authorizes the mail scanning service provider to open your mail and scan its contents.
Once you submit all required documents and complete the registration process, you can start using the provider’s mail scanning service.
How Is Mail Kept Safe and Secure with Mail Scanning?
A virtual mailbox keeps your mail safe in two ways. First, it provides physical safety. With a virtual mailbox, your mail and packages are delivered to a secure and staffed location, keeping them away from mail thieves and porch pirates.
Mail scanning, a feature of virtual mailboxes, provides protection from information theft and potential fraud, making it a valuable service for small business owners, freelancers, or any individual concerned with privacy.
On the digital safety front, mail scanning is also equipped with secure access protocols and encryption.
Secure Access Protocols
Authentication and secure login protocols are required to access your scanned mail. Virtual mailbox platforms, whether mobile or web, ensure that only authorized users can view the scanned files of postal mail, contributing to the overall safety of mail scanning services.
Encryption
Encryption protocols employed during data transmission and storage make mail scanning security even more robust. Any scanned mail in the system is kept confidential and safe, even in the unlikely event of a data breach.
An added security feature of virtual mailboxes is mail shredding. You can request that the service provider shred your mail after scanning it to keep critical business information private and confidential.
How to Manage Scanned Mail
Accessing and managing scanned mail is a straightforward process. When you receive mail in your virtual mailbox, you will receive a notification from the provider. Follow the steps below to request for mail scanning:
- Log in to your virtual mailbox account via the app or the web platform using your user ID. Accomplish the required authentication method.
- Select the mail you want the service provider to open and scan on the app. Tap the right buttons to make the request and wait for the provider to respond.
To manage your scanned mail, log in to your dashboard and select the scanned mail files. Depending on the features of the virtual mailbox provider, you may print the files, download them, or forward them via email.
After you access and read the scanned mail, you can make additional requests such as forwarding mail, shredding or recycling it, or storing it until you pick it up.
These virtual mailbox solutions further enhance mail management convenience, especially for those who travel frequently, have no time to pick up physical mail from the Post Office, or are concerned about the security of their incoming mail.
How Long is Scanned Mail Stored?
Virtual mailbox providers will typically store the digital files of your scanned mail for as long as you have an account with them.
Physical mail storage duration may vary depending on plan types or the provider’s storage capacity. You may have free storage for 30 days but will need to pay an additional storage fee if you’re unable to retrieve the mail items within the allotted time.
How Much Does Mail Scanning Cost?
Virtual mailbox prices vary by provider, location, and plan inclusion. Some plans are as affordable as $5 per month, while others can go over $50.
Mail scanning fees also depend on the number of pages and each provider’s rates. Some may offer free scanning for one or two pages, but you may need to pay additional fees for documents that may take time to scan.
Conclusion
Postal mail remains a necessity in the modern age. Bills come in paper form, personal letters and business correspondence are sent in envelopes via the Post Office, and critical documents from authorities are delivered in an old-school manner.
However, with advances in technology comes a more efficient way to access and manage your mail items. Mail scanning services allow you to read your physical mail by turning it into digital files and allowing access via the Internet. Not only does this type of service offer mail management convenience, but it also enhances your security and contributes to the operational efficiency of your business.
Frequently Asked Questions (FAQs)
Can I apply for mail scanning service online?
Yes, you can set up mail scanning services online. You can also get a virtual mailbox account online and have it verified easily after you submit the requirements.
What happens to my mail after I have it scanned?
Virtual mailbox solutions also provide mail forwarding and shredding services. After you have your mail scanned, you can request that it be forwarded to a different address or shredded or recycled. You can also set a schedule for when you pick it up in person.
Can I have multiple letter pages scanned?
Yes, your service provider can scan multiple pages of your mail. However, they may charge a set fee for mail scanning services, and if you go beyond a certain number of pages, you may incur additional costs.
What other features do virtual mailboxes offer?
Virtual mail services also provide mail forwarding, junk mail discarding, and mail storage. The physical street address that comes with the service can also be used as a business address.
