As 2025 comes to a close, we’re reflecting on another year of mailroom transformation made possible by Received Digital. From small private colleges to large public universities and government mail centers, organizations across the country modernized their inbound mail and package operations by adopting Received Digital.
While each customer’s story is unique, several themes emerged repeatedly. We’ve compiled a list of five of the most impactful transformations our customers reported in 2025, highlighting the features and capabilities that modernized their mailroom operations.
1. Replacing manual processes with image-based automation
Across many of the customer stories we shared in 2025, one theme was clear: manual and legacy systems simply couldn’t keep up. From handwritten logs and paper-based forms at Calhoun Community College to Excel spreadsheets consuming 4–5 hours a day at the City of Albuquerque, mailrooms were weighed down by manual processes that were slow, error-prone, and difficult to audit.
Received Digital’s image-based capture of mail and package information changed everything. With a single photo of a package label or envelope, recipient details, barcodes, and tracking information are now automatically recorded, eliminating manual data entry and illegible records.
Eddie DeHerrera, leader of the mail center team at The City of Albuquerque, summarized the results his team experience after switching from a manual process to Received Digital:
Logging and processing time dropped from 4–5 hours daily to 1–2 hours, saving significant staff time. In under two months, 1,248 pieces of mail were processed without issues, showing both high efficiency and reliability. Accuracy also improved through automated data capture and mandatory recipient signatures.
By replacing paper and spreadsheets with fast, automated image capture, mailrooms reclaimed hours of staff time and gained reliable, searchable records on day one with Received Digital.
2. Full chain-of-custody and proof of delivery that protects mailroom staff
For nearly every organization we interacted with in 2025, accountability wasn’t just a “nice to have.” It was critical.
At UW–Green Bay, operating without any package tracking left staff vulnerable when recipients claimed items were missing. At UW–River Falls, the unreliability of their previous tracking solution forced staff to “re-deliver” packages just to fix broken data.
At each of these universities, Received Digital introduced complete chain-of-custody for every item, including timestamps, images, and proof of delivery, whether it be a digital signature or delivery photo. This allowed their mailrooms to confidently resolve disputes in seconds instead of hours.
Brad Berger from UW–Green Bay summarized it matter-of-factly:
We received it at 9:30, we delivered it at 2:30 to your office. Here's the picture.
With Received Digital, mailrooms finally had indisputable proof that protected staff and eliminated time-consuming investigations.
3. Faster receiving and logging with image capture and Auto-Assign
Speed and efficiency emerged as major success drivers in 2025, especially for understaffed teams and high-volume operations. At institutions like Calhoun Community College, UW–River Falls, and Pacific University, two features stood out: the ability to capture a batch of items quickly, and the power of Auto-Assign to automatically assign those items to the right recipients.
Prior to adopting Received Digital, logging a batch of items required a significant amount of keystrokes as mailroom operators were forced to enter recipient names manually. Even with barcode scanning technology, the process was overly complex and prone to human-error due to misclicks. Now, logging items can be done in rapid succession: as the mailroom operator captures images of the package labels or envelopes, the system processes the data in the background. Auto-Assign eliminates the need to manually type recipient names, even when names are abbreviated or a variation of the recipient’s name is used.
Matt Quade from UW–River Falls shared his experience with the technology:
This has helped decrease the time it takes to process incoming packages. I have been impressed with the system's ability to accurately assign the recipient's name, especially when a shortened version of the person’s name is used.
Together, these features significantly reduced processing time, minimized errors, and allowed teams to keep up with high package volumes without adding staff.
4. Image-rich notifications that improve communication and drive faster pickups
Another impactful trend of 2025 was the shift toward clear, visual communication with recipients. At Freed-Hardeman University, Ferrum College, Pacific University, and the City of Albuquerque, image-based notifications dramatically reduced confusion, inquiries, and delayed pickups.
Instead of vague, text-only messages, recipients can see exactly what is waiting for them. This empowers recipients with the information they need to act on the item, helping them decide when to pick it up or if the item is time-sensitive.
Brittney Wood from Freed-Hardeman University put it best:
They say that a picture is worth a thousand words. While the phrase is a little overused, it's overused because it's so true. Before Received Digital, I was answering a lot of calls/emails/texts with questions regarding newly received mail. They wanted to know, ‘Is it heavy? Do I need to drive? Is it perishable? Is it that one thing we have been waiting for?'
These image-rich notifications not only improved the recipient experience but also reduced interruptions for mailroom staff and kept operations running smoothly.
5. Doing more with limited staff without sacrificing reliability
Perhaps the most consistent success story of 2025 was how Received Digital empowered small teams to operate at a much higher level. Whether it was a single full-time employee at Freed-Hardeman University, a small mail center at Ferrum College, or seasonal student workers at multiple campuses, ease of use mattered.
Received Digital’s intuitive interface, flexible workflows, and minimal training requirements allowed new staff and student workers to learn the application quickly.
Jo Smith from Ferrum College shared:
The work studies that come in new … they were able to catch on to it really quickly. … I can't imagine running the mailroom without it.
Across the board, customers emphasized that the system “just works,” giving them confidence that records are accurate, notifications are sent, and nothing slipped through the cracks.
2025 in review
The success stories of 2025 highlight how modern mailrooms are evolving. Automation, visibility, and efficient communication with recipients are no longer optional. They’re essential. Received Digital continues to help organizations of all sizes streamline operations, protect their staff, and deliver a better experience for every recipient.
We’re grateful to our customers for trusting us as partners in their transformation. Thank you for making 2025 another year of shared success with Received Digital. On to 2026!
