In recent years, digitalization has affected more and more areas of our daily lives – including mail management. For companies, organizations and, above all, private individuals who want to optimize, modernize their daily lives or move abroad, the digitalization of mail offers numerous advantages.
In this blog post, we explain how to digitize your mail and how a digital letterbox works. We highlight the pros and cons and recommend the best providers in this area at the moment. If you would like to book our service directly, click here !
Key Points
- Dogado and Caya offer advanced mail digitization services, providing secure online access to scanned mail.
- The process involves automatic scanning and daily online availability of mail.
- High security and GDPR compliance are ensured, with data stored in German data centers.
- Ideal for digital nomads, expats, and businesses seeking efficient mail management.
Who benefits from digitizing mail?
Managing letters, invoices, contracts and other paper-based documents is often time-consuming and laborious. It’s no wonder that digital mail in the form of e-mails and digital letterboxes is becoming increasingly popular. With a digital letterbox, mail can be digitized and everyday life made considerably easier.
Organizing your mail digitally offers a high degree of clarity and accessibility, without the hassle of sorting or archiving. It is ideal for anyone who wants to manage their mail quickly, efficiently and securely.
Particularly in times of digital nomads and an increasingly mobile lifestyle, the ability to manage mail independently of time and place is a great advantage.
If you’re on the road a lot and don’t want to keep asking someone to empty the mailbox, a digital mail solution lets you digitize your business mail and access it on the go so you don’t miss any deadlines or appointments.
This service is also particularly helpful for emigrants. Instead of having your mail forwarded manually, you can upload it directly to your digital mailbox via our digital mailbox or other providers such as Dogado or Caya.
This way, important documents won’t get lost in the mail when you move abroad.
You can access your mail anytime, anywhere, and process and manage it efficiently.
Companies, especially SMEs, and freelancers also benefit from the digital letterbox. Without having to worry about manual mail processing, they can better concentrate on their core business. The automation and improvement of workflows and paperless office management are key advantages offered by a digital letterbox.
How to digitize mail?
As soon as the mail arrives at the postal service providers for mail digitization, it is opened by machine. Using modern scanners and OCR software (Optical Character Recognition), the documents are scanned and converted into machine-readable text. These technologies and the corresponding infrastructure enable large volumes of mail to be digitized quickly and efficiently, while maintaining a high level of data security. The digitized mail is stored in a digital archive or mailbox, from where it can be accessed and processed at any time.
Whether you want to digitize your private mail or need to digitize business mail, these processes offer a convenient solution. This way, you can keep an eye on your correspondence no matter where you are.
Where are the letters scanned?
Specialized scanning service providers or online mailbox providers usually scan letters. These companies typically have advanced scanning technology, such as OCR software, and the infrastructure to digitize large volumes of mail quickly and efficiently. The scanned documents are then uploaded to a digital mailbox that customers can access through an online platform or mobile app.
How does a digital mailbox work?
A digital mailbox works in a similar way to an e-mail inbox. It is a platform or app that allows you to digitize and electronically manage your mail.
Your physical mail is forwarded to the service provider of your choice, scanned and digitally uploaded so that you can access it online from anywhere. You can view, edit and archive your mail at any time. Many service providers also allow you to request the originals. Our service also offers you personal advice and a range of packages to suit every need and budget.
Digitizing mail: the pros and cons of digital mailboxes
Like any technology, the digitization of mail has its pros and cons. Here are some of the most important ones:
Pros:
- Convenience: With a digital mailbox, you have access to your mail anytime, anywhere. You are no longer tied to opening hours and can keep an eye on important documents while you’re on the go. There’s no need to check your mailbox every day, which saves time and hassle.
- Time saving: Your mail is immediately available in digital form, without having to have it forwarded. There is no need to check your letterbox manually.
- Accessibility: Digitizing mail makes it easier to organize. Everything is stored centrally and can be accessed anywhere with internet access.
- Security: Digital mailboxes are protected by modern security technologies. Documents are stored in encrypted form so that mail can neither be lost nor damaged.
- Paper reduction: Digitizing mail reduces paper consumption, which saves the environment and costs.
Disadvantages:
- Technology dependency: A stable internet connection and a digital device are required. Technical problems can occur if the device or connection is not working.
- Costs: Digital mailboxes often incur monthly fees that vary depending on the desired functions and services.
- Technical know-how: To use the platform effectively, technical know-how is required. There may be a learning curve in dealing with new platforms and workflows.
- Data protection: Despite high security standards, there is always a residual risk that personal data may be compromised by cyber attacks.
- Possible restrictions on receipt: Some providers do not provide a deliverable address, so that official mail may not be forwarded correctly.
Digitization of mail generally provides an efficient and automated alternative to physical mail. The decision ultimately depends on individual needs and preferences.
*A summonable address is a residential or business address that is legally recognized as a place of delivery for official and judicial documents.
“Especially if you’re only leaving Germany for a few months, it can be helpful to still have a German address. With these providers, your mail will be digitized so that you don’t miss a thing while you’re away.”
– Oliver Frankfurth
We find that digitizing mailboxes is a great way to automate existing processes and improve efficiency. On the other hand, it can be a limitation because you have to get used to a certain technology and workflow. In addition, some people may miss receiving physical mail.
Ultimately, whether you see the integration of a digital mailbox into your life as an opportunity or a limitation depends on your personal preferences and needs. It is important to weigh the pros and cons before deciding whether or not to receive physical mail online.
Digitize mail: The best providers for 2024
If you are looking for a reliable provider to digitize your mail, you will quickly come across the names Dogado and Caya. Both companies specialize in digitizing mail and offer their customers a straightforward and secure service.
- Dogado is an established company that has been on the market since 2001. Known for its high-quality cloud solutions and services in the field of digital transformation, Dogado has expanded its range to include a digital mailbox. This means that the company now also offers an efficient solution for digitizing business mail.
- Caya, a young Berlin-based company, was founded in 2017 and has since become one of the leading providers in the field of mail digitization. With a secure digital mailbox and an experienced team of digitization specialists, Caya offers a reliable mail management solution.
Both providers offer excellent service. Which provider you choose ultimately depends on your individual needs. However, it is safe to say that Caya or Dogado are both good choices if you want to digitize your mail. In the following, we will introduce you to both providers.
Receive mail online with Dogado
Dogado is an established provider of an advanced solution for digitizing mail. The company was built by experienced founders who specialize in the digitization of business processes. Dogado also relies on the latest technologies for mail digitization in order to quickly and securely digitize letters and documents. After digitization, the documents are available in a secure and secure online area. With Dogado, you not only save time, but you also have access to all of your important documents anytime, anywhere.
Dogado’s intuitive operation, easy integration into existing systems, and high data security make it a compelling solution. This way, you can focus on your work while digitizing your business mail and no longer have to worry about the hassle of paper mail.
The Dogado digitization process
Digitizing your mail with Dogado is easy and convenient. Your mail is made available daily via a web interface or an app. Specially developed machines automatically open and scan your letters and make them available to you online. Mail is forwarded directly to Dogado by redirection order and digitally recorded through high-quality scanning.
You can easily view and scroll through your documents in a clear web viewer or in the corresponding app. The quick full-text search saves you the hassle of searching for the desired document. This makes scanning mail with Dogado an easy and efficient solution.
Privacy is crucial at Dogado
The protection of your data is Dogado‘s top priority. All technical and organizational measures are fully implemented in accordance with the GDPR. Your company or private mail is stored in tamper-proof archives that are equipped with video surveillance, sprinklers, alarms and fire alarm systems to ensure maximum security.
The physical originals are stored for 90 days and then destroyed in accordance with the law. Your digitized data is hosted exclusively in German data centers and processed according to the highest data protection guidelines. This way, you can have your mail digitized without compromising on security.
Receive mail online with Caya
Caya now employs over 50 people and processes the mail of more than 20,000 customers. The company uses modern technologies to digitize mail and make customers’ lives more efficient.
The process begins with the setup of a digital mailbox for each customer, which is forwarded to the company’s real address. Caya then scans the mail and stores it in a digital format that is easily accessible and searchable.
The Caya cockpit allows digitized letters to be accessed from any location. Customers have the option of organizing and processing their mail directly in the application. Caya uses machine learning and artificial intelligence to extract important information from the letters and categorizes them automatically.
With Caya, customers can save time and resources by digitizing their business mail and automating their processes. According to customer feedback, Caya is a real game-changer that allows them to focus on their core business.
How does Caya digitize mail?
Im Digitalisierungsprozess bei Caya werden die Briefe und Dokumente zunächst nach Formaten sortiert und maschinell geöffnet. Anschließend werden sie aus den Umschlägen entnommen und für das Scannen vorbereitet. Modernste Produktionsscanner digitalisieren die Dokumente innerhalb von Millisekunden.
Die digitalisierten Briefe werden zunächst in einem internen Kurzzeitarchiv gespeichert. Je nach Kundenwunsch wird dann entschieden, ob die Originale vernichtet, an den Kunden zurückgeschickt oder in ein Langzeitarchiv überführt werden.
Am Ende des Digitalisierungsprozesses stehen verschiedene Übertragungsmöglichkeiten zur Verfügung: Die Dokumente können über das Caya Document Cockpit, einen FTP-Server, per E-Mail oder über integrierte Systeme an den Kunden übermittelt werden. So bleibt das Digitalisieren von Post einfach und flexibel.
Conclusion: Digitizing Postal Mail
The digital archiving of mail offers numerous advantages for both companies and individuals. It enables a better overview and organization as well as greater security than the conventional storage of documents. Providers such as Dogado and Caya offer practical and simple solutions for digitizing mail.
For emigrants in particular, the digital archiving of mail is a great advantage. Regardless of their new place of residence, they can access their documents at any time. There is no need for a forwarding order abroad, where physical mail often gets lost or damaged. The digitized documents are stored securely and are available at any time.
In summary, it can be said that mail digitization is a convenient and future-proof alternative to conventional storage of documents. It offers a convenient way to archive letter mail securely and accessibly – ideal for companies, frequent travelers or people who move abroad.
