Mailroom Management Systems and How They Work

Managing the daily influx of mail, packages, and deliveries is enough to overwhelm any business. The traditional mailroom, with manual sign-in sheets and groaning shelves, is no longer fit for purpose. Important packages get lost, sensitive documents are mishandled, and teams waste valuable time trying to unite post with its recipient. It’s frustrating and inefficient, and a major security risk.

A modern mailroom management system changes all of this, automating and streamlining the entire mail handling process from arrival on-site to recycling the packaging. Below, we’ll go through what a mailroom management system is, how it works, its key features, benefits, security advantages, and common use cases.

What is a mailroom management system?

A mailroom management system is a combination of software and hardware that automatically tracks an organization’s incoming mail. It replaces manual, paper-based processes with a digital workflow. By creating a verifiable chain of custody for every item, it guarantees that deliveries are received, securely stored, and delivered to the right person every single time.

How a mailroom management system works

An effective mailroom management system digitizes a traditionally manual process, creating a simple, repeatable, and scalable process. Yours might differ slightly from our example (it all depends on your organization), which is a fairly broad and generic mailroom sequence:

1. Arrival. When a delivery driver drops off a package, your mailroom manager uses a mobile app or a dedicated device to scan the barcode and log it into the system. The system notes the sender, recipient, and timestamps the arrival. It can also capture an image of the package.
2. Alert. Once a package is logged, the system automatically notifies the recipient via email, SMS, or a dedicated app. The recipient immediately knows their package has arrived with no need for manual communication.
3. Storage. The system designates a secure storage location for the package. This ensures the package is safe until the recipient picks it up.
4. Receipt. When the recipient picks up the package, they use a digital signature to confirm. This completes the chain of custody and provides a verifiable record of the delivery.

Key features of a mailroom management system

Look out for these features when choosing your mailroom management system, as these will help you create the most streamlined and secure flow.

• Tracking is the foundation of a mailroom management system. Using barcodes or QR codes, it logs packages and follows them through the delivery process meaning no more lost or misplaced mail.
• Notifications should automatically let recipients know their package arrived and remind them to pick it up. Mailroom and reception staff can focus on other business-critical tasks and there’s no pile of uncollected mail gathering dust.
• Accountability is key. The system creates a digital chain of custody, which is useful for security and audits.
• Integration with your other key systems – from communication platforms to access control and visitor management – will make it run smoothly.
• Reporting on delivery trends will help you improve mailroom operations and resource allocation.

Benefits of a mailroom management system

Mailroom management systems come with a long list of benefits, each of which apply differently depending on the organization. Our clients report the following most frequently.

Reducing lost mail

With a verifiable digital chain of custody, the system eliminates the risk of lost or misplaced mail.

Speeding up package handling

Automated tracking and notifications improve the speed and accuracy of package handling, turning chaotic mailrooms into streamlined hubs of operational excellence.

Enhancing security

The digital chain of custody improves accuracy and accountability, essential when dealing with sensitive deliveries and confidential packages.

Improving employee satisfaction

Customers report happier employees as mailroom staff work more efficiently and teams receive their mail safely and on time.

Reducing workload

The system automates admin. With less of a burden on mailroom and reception staff, they have time to focus on more important tasks.

Security advantages of a mailroom management system

Many organizations install a mailroom management system for efficiency, but end up pleasantly surprised by the security benefits.

With a secure chain of custody, mail and packages no longer end up in the wrong hands – with tracking to prove it. Every step in the mail handling process is logged and timestamped, which creates a verifiable audit trail. You won’t have the intern accidentally opening a classified document or false claims about postage or delivery dates.

Effective mailroom management systems integrate with building access control to restrict mailroom and delivery areas. So only authorized personnel can access packages and there’s a log every time they do. Finally, more advanced systems can screen suspicious or prohibited items, protecting your organization from potential threats and malicious actors.

Common use cases for mailroom management systems

In 2024, the United States saw 58.8 million packages delivered every day. While each organization, industry, and environment has its own unique needs and uses for a mailroom management system, the need is abundantly clear for all of them. Here are just a few examples.

Large corporate buildings and campuses

Mailroom management systems help large, busy mailrooms handle the massive volume of mail and packages they receive daily.

Residential complexes

Managing deliveries to multiple tenants is much more efficient and secure with a mailroom management system.  

Government buildings

Mailroom management systems provide the security and compliance required for the confidential mail received by government buildings.

Universities and research facilities

Universities and research facilities use mailroom management systems to oversee deliveries to a large number of students and staff.

Healthcare organizations

Mailroom management systems offer the security and compliance required to deliver confidential and highly sensitive patient data.

How to choose the right mailroom management system for your business

When picking a mailroom management system for your organization, you’ll need to make a few choices and weigh up relevant factors. Add the following questions to your tick-list and you’ll make a great choice.

• Does the system integrate with your existing security setup, including access control, visitor management, and video surveillance? Top-level security comes from a holistic view of events.
• Will a locally managed (on-premises) or remotely hosted system (cloud-based) best fit your IT strategy and operational preferences?
• Does the system meet the needs of your organization now and in the future? It doesn’t matter if you have a small unit processing a few packages a day or your mail arrives by the truckload – scalability matters.
• Is the system easy to use? This is essential for a smooth and efficient mailroom operation.
• Does the vendor offer comprehensive training and ongoing support? Without this, you’ll have to find your own way around the system and end up with inefficiencies.

Why businesses choose Acre Security for mailroom management

Acre Security mailroom management is built to handle the unique challenges of today’s busy mailrooms, integrating seamlessly with access control and visitor management solutions. You get a single view of all security events, from the moment a confidential package arrives to its final handover.

With Acre, you can limit mailroom access to authorized staff for ultimate security. No package is ever lost or misplaced with automated notifications and reminders. While a digital chain of custody ensures accountability should something go awry.

Our systems are scalable and flexible, so you can customize according to the unique needs of your mailroom, whether you serve a small office or a large corporate campus. Get in touch today to find out more.

Mailroom management: signed, sealed, delivered

A mailroom management system is a vital element in your security and operational arsenal. With a fully automated and tracked mail handling process, you’re more protected and efficient. A comprehensive mailroom management system frees up your staff to focus on business-critical tasks while ensuring compliance.

Put an end to mail mountains, lost packages, and mystery boxes. Contact Acre Security today and we can sort your mailroom issues for good.

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