Digital Mailroom for Real Estate Agents

A service that cuts costs, increases efficiency, raises morale, and keeps you in compliance

Real estate agents have it rough. Sellers want more money than buyers want to spend, keeping up with technology is an endless race, and competition from non-traditional sources keeps rising. Agents need every advantage they can get.

Exela’s Digital Mailroom (DMR) service delivers advantages. DMR can’t change property prices or bring you wealthy buyers, but it can help make your operations run more smoothly and save you time, money, and trouble.

DMR’s mail centers accept your mail, digitise it, and upload it to a secure web portal where you can view, search, and share it from anywhere on any internet-connected device. And DMR’s multiple locations let you set up virtual addresses all over the country so you can reach buyers in multiple states.

What’s more, DMR offers agents:

Efficiency

“Look into a system to make your business and make your processes more efficient,” says Realtor magazine. “For some agents, this entails going paperless by digitising physical documents and storing them on a secure, cloud-based account” – especially if it’s searchable: “The lack of access to and the availability of data has always been a major concern [in real estate],” says the business consultancy Deloitte. DMR makes the contents of your mail accessible and available.

Cost Reduction

Outsourcing mail processing to a DMR center frees up expensive work space in your office. And digital mail doesn’t need as much storage space as paper, not to mention costly furnishings such as file cabinets. “With reduced office space,” says Realty Times, “you will be paying a smaller amount of rent at the end of the month. Other facilities such as electricity and heating and cooling bills consequently reduce.”

Compliance and Security

“Retention of all records is an essential duty of real estate agents,” says D. Keith Dunnagan, an attorney at BPE Law, a legal firm handling real-estate compliance. “These records do not need to be retained in physical form, but they need to be accurate copies of the originals. Scanned copies meet this standard.” DMR’s tight security (independent application-security firm Veracode has certified its resistance to vulnerabilities), will retain your records while protecting client confidentiality.

New Customers

“Consider getting your business to higher heights through virtual addresses,” says Realty Times. “[Establishing these addresses] is crucial since modern trends have changed both consumers and agents.” DMR’s mail centers can be your virtual addresses throughout the country, allowing you to expand your business to other cities and states.

Benefits

• Convenience: Read and manage mail online from anywhere

• Security: DMR’s web portal safeguards documents from loss or destruction

• Control: Only the recipient can manage each document

• Compatibility: DMR integrates with downstream document management systems

• Sustainability: Digital processes reduce paper waste

• Transparency: Thanks to DMR’s dynamic chain-of-custody tracking

• Compliance: DMR helps you follow regulations requiring a physical address, not a PO box

• Collaboration: Easy sharing of documents with remote workers

• Continuity: Keep business operations going while traveling or relocating

• Speed: System is rapidly deployable

A service that gives you more time, resources, and freedom to work with clients

As a broker, you have to juggle chores that range from meeting clients’ demands to coping with new technologies. The last thing you need is to waste time opening, sorting, and filing mail, or digging through file cabinets for old correspondence and ploughing through page after page to find facts or numbers.

Exela’s Digital Mailroom (DMR) takes those burdens off your back. The service speeds up communications and simplifies the search for crucial data, allowing you to do your job better.

DMR mail centers receive your incoming mail, digitise it, and upload it to a secure web portal. Using the portal, you can view, search, share, and store your correspondence from anywhere on any internet-connected device.

Customer Service

DMR puts your clients’ paper mail and other documents on the web so they’re available wherever you go. DMR also sorts and indexes the mail, enabling you to find messages and agreements – or excerpts from them – quickly and easily. Result: You can serve more clients more efficiently.

Acquiring New Clients

DMR helps you reach prospects and leads nationwide. If clients in another state prefer a local address, they can mail their documents to the nearest DMR location. Their mail will get there fast and you’ll see it online soon afterward, saving you time so you’ll never have to keep a potential client waiting.

Cost Reduction

Outsourcing your mail processing to a DMR center frees up expensive real estate in your office. Digital mail doesn’t need as much work space or storage space – not to mention costly furnishings such as file cabinets – as paper does. And then there’s the work time you can save by having us take care of handling all that paper. 

Security

Your clients trust you with private details of their lives and businesses. DMR’s mail centers are HIPAA compliant; the American Institute of Certified Public Accountants has certified the centers under its SSAE-18 security standard; and the independent application-security firm Veracode has certified DMR’s resistance to vulnerabilities.

Benefits

• Efficiency: Digitised mail means less paperwork

• Convenience: Read and manage mail online from anywhere

• Security: DMR’s web portal safeguards documents from loss or destruction

• Sustainability: Online mail means less paper waste

• Collaboration: Easy sharing of documents with remote workers

• Continuity: Keep work flowing smoothly while you’re out of the office

• Cost control: Save time and put office space to better use

• Speed: System is rapidly deployable

• Intelligence: Find the information you need swiftly and easily