Hi-Tech Innovations in Document Distribution Systems Focus on Data Safety and Cost

The pandemic fundamentally changed established business practices and reshaped the way many businesses will operate for years to come. At the same time, it has confirmed that adversity can significantly accelerate technological advancements and is frequently the origin of high-tech innovation. But can pioneering technologies developed to respond to difficult times be sustainable in the long term?

Many of them have already proven to be.

The COVID crisis fueled new technological tools intended to efficiently accomplish tasks remotely, because high-tech companies aimed at coming up with products and services that would help keep workers and patrons safe. New inventions and methods were created and tested analogous to vaccine research.

Which ones were carried over into the post-pandemic world? What is happening to the products that were specifically designed to combat it?

The significant factor in prolonged product sustainably is purely financial. To remain ongoing, a technology must have economic advantages for the users after the challenging times have passed. Cost-effectiveness is the reason why products to support trends such as working remotely are likely to be permanent.

Although DocuSend has been around since long before the pandemic, we were proud to step up to the plate to keep American workers safer because they didn’t have to leave their homes to get their important business mail printed and sent out. And we added some new features during the pandemic to help even more. But, as we said, it’s the cost-effectiveness that means this technology is here to stay.

DocuSend’s ROI Begins the First Day You Use It

Handling business mail is an area that can be completely transferred to an automated remote process. Our users love that they can send their business communications via USPS any time without leaving their workspace or spending much time and effort on it.

If you are an owner, manager, or operator of a business of any size, ask yourself the following questions:

• Does my organization print and mail financial or other sensitive documents?
• Does my organization own or lease any mailing equipment?
• Does my organization purchase stamps online from a third-party vendor?
• Does my organization employ manual labor for mailing important documents?
• Does my company have to deliver mail to a postal facility or public mailbox?
• Does my company send documents via certified mail?
• Does my organization have event-triggered mail quantity fluctuations that are not always easy to predict?
• Does my organization mail documents at full postage rates?

If you answered yes to even one of the above, you are spending at least 50% more to distribute sensitive documents than you should be.

Just take a look at some simple comparisons between using an online stamp service and mailing through DocuSend:

As you can see from the chart, DocuSend eliminates the work associated with ordering stamps online and handling your mailing internally. Any number of your documents can be sent with just a few clicks from the comfort of your workplace or even your home. In contrast to that, purchasing stamps online still means that you need to do all the printing, collation to envelopes, addressing, and making trips to the post office. Besides, the cloud-based mailroom gives additional advantages like the Intelligent Mail barcode applied on every piece for faster and more efficient delivery, NCOA-update service, address cleanup and free mail tracking. It provides all this at no additional charge and doesn’t require any initial investment, signup fees, or software installation.

How Does the Technology Work?

DocuSend invented a proprietary software system called PDFxTract&Rebuild. It is the primary reason we don’t require your data. Only the address information is targeted and extracted from your PDF document, processed through licensed postal software, and rebuilt on the original document with postal-compatible barcodes. The variable and static information on the source document is not altered in any way. The integrity of the information that is uploaded is completely preserved, so no approval process is required.

Why DocuSend Is Sustainable and Poised for Long-Term Success

Why is this technology the future? When factoring in the cost of the employees’ time, the materials, and full postage rates, the cost is about 50% of what companies spend to mail internally. So it not only speeds up the mailing process and eliminates all the manual labor, it supports itself by cutting internal mailing costs in half.

Space allocation, taxes, maintenance, inventory, insurance, payroll, hardware, and building and equipment leases are all replaced by an employee taking a few minutes to upload the documents that need to be mailed. You simply print them to a PDF file instead of a physical printer and upload them to the DocuSend cloud-based mailroom website.

APIs for Resellers and Special Applications

For developers and resellers, DocuSend’s REST API can be implemented in as little as one hour using your own code, platform, and language. That’s because it uses the same basic PDFxTract&Rebuild technology that drastically reduces the number of fields that must be mapped. Developers have complete freedom to change invoices/documents without incurring any fees, and the privacy of the integrator’s data is protected. The system is HIPAA compliant for those requiring it.

In conclusion, if you want to make sending First Class Mail, Certified Mail, Foreign Mail and Priority Mail as easy as sending an email, and much more cost-effective than mailing documents internally, take advantage of this advanced technology. We’re here for you in the good times and the not-so-good times.