The “Paperless Office” Is A Myth: Introducing FileRoom

paperless

While a lot of business paper has become digital, an estimated 70% of an organization’s business practices are still managed on paper and a vast majority of small businesses want to create more paperless workflows and processes.

Today, important paper almost always generates the need for quick digital action.  

Actionable and oftentimes sensitive information is trapped in stacks of paper, buried in cluttered file cabinets, or lost through erroneous manual entry or indexing. One study reported that employees spend at least 10 hrs per week looking for information in hardcopy documents. Businesses need paper transformed into digital information and the ability to quickly search, retrieve, and take action on it – without the labor-intensive process of scanning in-house. 

That’s why we’re excited to announce FileRoom, a service that enables customers to get paper out of their offices and into their digital workflows. With FileRoom, we can now do for all physical documents what we have been doing for mail for over 15 years – digitizing important paper and making it actionable.

Last summer, we introduced enhanced functionality to MailRoom (our core, mail-only offering) that gave our customers the ability to manage their office mail like email. Since then, thousands of digitized documents have been forwarded to others through our interface. In developing FileRoom, we set out to accomplish the same goal for all physical documents – to make interacting with paper as simple, fast, and familiar as managing email.

We make both mail and paper as powerful as email.

Why email?  Email is more than a means of communication. It has evolved into a platform for prioritizing, organizing, and even automating work. With FileRoom, like MailRoom, important paper becomes as powerful as email by enabling customers to: view, search, tag, organize, forward to colleagues, download, archive, and/or integrate with cloud storage platforms. 

FileRoom is a natural progression in the evolution of our business, which began digitizing mail in 2004. We’ve expanded our services beyond mail to include receipt processing (powered by our acquisition of Shoeboxed), remote check depositing, and custom integrations with customers’ proprietary software.

FileRoom is the perfect solution for businesses inundated with important paper.

For example, personal injury lawyers who use MailRoom today when collecting medical records and other discovery documents can start using FileRoom for digitizing backlogs of case files and ongoing practice management.   Insurers who commonly use MailRoom for payment processing can start using FileRoom for claims management. And, property managers using MailRoom today for processing rent payments can use FileRoom to digitize legal contracts like leases and other important paperwork. 

While most document management software allows users to upload and organize files, they leave the heavy lifting of paper intake, sorting, and scanning to the customer. Scanning services convert paper to digital format (usually delivered on outdated media formats like DVD), but may not power documents with full-text search and more importantly, they do not make physical paper instantly actionable. Further, these solutions are often lacking HIPAA-level security, an important consideration for many businesses.

FileRoom highlights:

  • Easily send us your paper documents for free with the Magic Label, log-in and request a prepaid shipping label and we’ll digitize and organize your documents using filing classifications and naming conventions designed by you. 
  • Organize documents according to your specific business model or department and related workflows.  You can create cabinets for organizing documents. Inside of cabinets, drawers may be created for more precise filing. Individual documents can be tagged with identifiers.
  • All scanned documents are fully searchable. You can search by keyword, date, invoice number, or other criteria to quickly and easily find what you’re looking for in seconds.
  • Take action on paper documents like email: send digital copies via E-mail, send to other cloud storage devices, move to, and download.  You can take additional action on paper such as store, shred, ship and more.

With MailRoom and FileRoom, Earth Class Mail now offers the only laborless digital mail and paper solution that makes physical paper instantly actionable.  We’re leveraging what we built and refined for handling postal mail – a foundation that has processed over 19 million pieces of paper.  

The enhancements made to MailRoom last summer were, in large part, a result of customer feedback and what we learned about how they want to interact with their mail.  We realize, as we have seen with mail, that not every business will work with their important paper in exactly the same way.  

We will continue to learn and innovate to meet the needs of our customers and to make it possible to do more than ever with their paper with features like: multiple intake options, advanced automation rules, and key data extraction.

As always, stay tuned!




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