Mail Scanning Process
Mail scanning allows customers to view their mail digitally before deciding what to do with it. This guide covers the complete scanning workflow.
Scanning Workflow
1. Receiving Mail
When mail arrives:
- Log the mail in the system immediately
- Assign it to the correct customer account
- Mark it as "pending scan" if customer has scanning enabled
2. Preparing for Scan
Before scanning:
- Ensure mail is flat and unfolded
- Remove any staples or clips
- Check for multiple pages
- Verify customer has scanning service enabled
3. Scanning
Use high-quality scanning equipment:
- Set resolution to at least 300 DPI
- Scan in color for better clarity
- Ensure all text is readable
- Scan both sides if needed
4. Upload and Notification
After scanning:
- Upload scans to customer's account
- Send notification to customer
- Update mail status in system
Best Practices
- Scan mail within 24 hours of receipt
- Maintain consistent quality standards
- Handle sensitive documents with care
- Follow customer preferences for scanning
For package handling, see our Handling Packages guide.
