How Your Small Business Mail Gets Online

Step 1: Choose one or more addresses where you'll want to receive selected mail

You can have employee mail or departmental process mail enter the Earth Class Mail™ system in one of two ways:

• Use one of our “Remote Addresses,” available now in 20 cities, just like they would use a PO Box address, or
• Receive and process mail at your current address using one or more of our low-cost manual induction stations (MISTs), each of which can handle 1600-2500 pieces of mail per day

Which type of Remote Address you choose will depend on whom you want to do the work of (1) uploading your mail to the web and (2) processing your paper mail in response to your online commands.

Small businesses or other organizations can have it both ways – they can have some mail continue to come to their existing addresses and some come to Remote Addresses. For example, they may wish to arrange to have at least the mail of certain departments, remote workers, or any standardized, transactional mail sent to a Remote Address. Other mail could arrive at the small business's offices.

Send Mail to One of Dozens of Remote Addresses!

Mail sent directly to a Remote Address will be securely handled by Earth Class Mail. The Remote Address will look like a regular address, but for a pound sign (#) and number as in #22 below:

Joe Postale
Chief Operating Officer
ABC Corporation, Inc.
#22
14525 SW Millikan Way
Beaverton, OR 97208

The advantages of using a Remote Address include a low cost for your back-end mail processing, reduced costs of final storage at our National Archival Center, and elimination of both any need to purchase or maintain mail sortation or scanning equipment or to train employees in mail handling and scanning. The security and confidentiality systems employed at Remote Addresses are also state of the art.

Or use Earth Class Mail in your own offices!

Some users of Earth Class Mail may choose to send some mail to their own addresses. For a small business, this mail would typically be handled on one or more MISTs by the organization's own employees or another mail services vendor. 

Step 2: We’ll set up individual Earth Class Mail accounts for your employees or departments

Step 3: Selectively notify mailers of your new addresses

Use of Earth Class Mail does not preclude use of your existing addresses. Instead, you now have the power to choose which address to give out, and for what purpose.

Step 4: Your Employees Log On and Command the Handling of Their Mail

Once your mail is scanned into Earth Class Mail’s system, your employees will get an email that alerts them to new employee mail in their account. As for Automatic Rules Mail, an employee in, say, accounting may simply have that department’s account open all day, checking regularly for new already-scanned invoices to file or forward, and for checks to approve for deposit. Employees or the organization itself may determine the frequency of these email alerts: in real-time, once a day, once a week, and so on.

They click on a link in the email to log-in to a secure location at EarthClassMail.com. They will then see images of their sealed mail envelopes and can manage them just like they can manage email – they can forward it electronically to another employee, they can recycle, shred, have the original document forwarded to them or someone else, and have the digital and/or original mail pieces archived.

Our patent-pending user choice feature is where the savings begin: Earth Class Mail users only require the delivery, in paper form, of under 10% of their employee mail. The rest is shredded, recycled, or scanned. The savings alone are astonishing; the boost to productivity and convenience is a game-changer.

On the online dashboard at the top of this page, you can see the following:

• The images of the envelopes you have received. Most of the time, the sender is visible in the view above, but clicking on the envelope will magnify the image, and clicking again brings it to life-size.
• The sender, in text form (see the “From” column).
• A description of the piece and estimated pages and weight.
• A history of all actions taken on the piece, by your or anyone who may have transferred it to you.

You will then have the following choices:

• Transfer to a colleague an envelope image and responsibility for the associated mail piece
• Shred or recycle a sealed mail piece without opening it (preferred over 60% of the time)
• Open and scan a mail piece
• Deliver a mail piece to your desk
• Forward-ship a mail piece to another location or person or both
• Archive the original, opened mail piece
• Shred or recycle the opened mail piece
• Archive the scanned contents

See How Earth Class Mail Works for Individuals