Mail Scanning Service

VisualVault Digital Mailroom is a solution that allows you to efficiently distribute physical mail to employees online throughout your organization. Our secure, cloud-based content services platform, makes the process is simple and efficient.

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Digital Mailroom and Mail Scanning in Your Area

After our sister company, GRM, scans your physical documents and the resulting digital files are uploaded to VisualVault, those files can then be stored or destroyed in one of GRM’s national record management facilities in New Jersey, New York, Chicago, Philadelphia, Indianapolis, Houston, Baltimore, Austin, Washington, D.C., Miami, San Francisco, Los Angeles, Dallas, Atlanta, or Boston.

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Processing Your Mail From Start To End

The VisualVault Digital Mailroom solution is a comprehensive service that allows your company to receive, organize and distribute your physical mail in a digital format – and then quickly distribute it to the appropriate person.

1. Physical Mail is received (USPS, overnight, forwarding etc.): We can pick up your delivered mail from your postal address or you can forward your mail to us. 

2. Open, Sort, Prep: We open all of your mail, sort it and then place a separator sheet between each piece in preparation for scanning. 

3. Mail is Scanned 

4. Unique PDFs Created: Our scanning software identifies the separator and then creates a unique PDF for each piece of mail. 

5. Upload: We then upload the PDF files to VisualVault. 

6. Access and Distribute: Your authorized user(s) access a secure portal and distribute the PDFs throughout your organization.

Watch To Learn More About VisualVault’s Digital Mailroom

VisualVault’s Digital Mailroom service is easy to use and can be implemented quickly. We have dedicated customer service representatives at our document storage and scanning locations across the U.S. that will help you manage your mail and packages. Check out our short explainer video to learn how our virtual mail scanning service works.

Digital Mailroom Powered by VisualVault

Features

• Document email sharing
• Tag your mail by departments, colleagues, and categories
• Upload your own documents or import emails automatically
• Search your categorized mail and organize it into folders
• Automatic sorting & new document notifications for users/departments
• E-signatures, annotations, and editing capabilities for all documents

Security

Our mail scanning service provides content management software that adheres to Safe Harbor and PCI regulations. All your data is firewall-protected with end-to-end encryption. We perform around-the-clock IT monitoring and regular security updates for the ultimate protection. All documents record an audit trail to give you a full view of edits and opens. All devices using the software do not keep any record of the use of the technology once it is closed.

Visual Dashboard​

VisualVault Digital Mailroom comes with an online account to view your mail. The virtual mailbox will be your hub for all your mail actions. We will customize the amount of data needed with your plan and your account can be accessed through our online portal. We handle all physical actions for your mail, while providing an enterprise suite of online document management services for you and/or your organization.

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