Digital Document Delivery: Efficiency and Security for Organisations and Recipients

Some organisations and businesses are already using digital solutions for document delivery. According to a study commissioned by the digital association Bitkom in 2024, 82% of the companies surveyed print fewer documents than they did five years ago, and nine out of ten companies want to replace their postal mail with digital communication. The figures speak for themselves – but why should organisations start thinking about digital document delivery now at the latest? Which document processes can be streamlined and optimised as a result, and what other benefits does this offer? You’ll find the answers in our blog post.

Why organisations should embrace digital document delivery in 2025

The year 2025 brings several (legal) changes that could transform the way organisations and businesses manage and ultimately deliver their documents. For instance, there has been another postage increase of nearly 12% compared to 2024, meaning the cost of sending a standard letter now stands at €0.95. In addition, letters may take longer to arrive in 2025, with the delivery of an ordinary letter typically occurring only on the second working day after posting (Deutsche Post AG). Alongside other factors such as paper consumption, manual effort for printing, enveloping and franking, as well as avoidable costs, organisations should consider alternative delivery methods in light of these developments.

The digital letterbox as the foundation of digital document delivery

To tackle the challenges and opportunities mentioned above, delivering documents to a digital mailbox such as d.velop postbox can provide an effective solution. Whether for employees, customers, partners or citizens – everyone has their own private mailbox, where employers, insurers, municipalities and other providers can deliver documents digitally. This saves organisations manual effort for printing, sorting, enveloping and posting, as well as the associated costs.

Recipients receive their personal documents in their own digital mailbox, which they can access for life and from any location via PC, tablet or smartphone. Leafing through folders and dealing with restricted, complicated access to important documents is now a thing of the past. For example, if employees leave a company or policyholders switch insurers, there is no need to forward or download documents, as they remain available in the postbox of the former employees or policyholders.

Nice to know: This approach also ensures that former employees, such as company pensioners, continue to receive relevant documents digitally. If their address or other contact details have changed in the meantime, recipients can update their information themselves in the postbox.

It’s not just about reducing costs

In addition to eliminating postage, paper and printing costs, switching to digital document delivery offers further advantages:

• The efficiency and productivity of employees who regularly send (recurring) documents increases.
• Resources such as paper, energy and personnel are conserved, promoting sustainability and efficiency through digital processes.
• The product can be integrated into existing digital business processes and connected to existing systems.
• From the recipients’ perspective, the benefit is that they have quick, digital and lifelong access to the documents they need. They can also share documents directly from their mailbox with third parties. The included 2GB of storage provides space for additional private documents.

You also have the option to upload your ID card or contracts and other documents that you might need quickly while on holiday or in case of illness.

Ingo Schmitt
Head of Technology & Infrastructure
Medical Association of Westphalia-Lippe

Security is paramount

The d.velop postbox meets the highest security standards under German law while ensuring maximum flexibility. The ISO-certified data centre is located in Germany, and all servers and data are operated exclusively within Germany, subject to strict German data protection regulations. Document delivery is always encrypted, and each document can, if desired, be additionally secured with a personal encryption key.

Especially when transmitting sensitive personal data, such as payroll information or insurance documents, compliance with GDPR is essential to guarantee data security. Choosing the right channel and tool is crucial. When organisations handle recipients’ data responsibly, it strengthens trust in digital processes. For those not yet convinced by digital processes, d.velop postbox also offers the option of hybrid document delivery.

We wanted to find a trusted provider that would allow us to deliver documents securely. It’s also important to us that d.velop will handle the postal delivery of pay statements for employees who do not yet use the d.velop postbox. So we get everything from a single source.

Insa Lenz
Head of HR Administration
Loh Services GmbH

Which documents can be sent digitally?

Digital document delivery can be used across a wide range of areas and applications. As mentioned earlier, the new Bureaucracy Reduction Act IV (BEG IV) ensures that more and more document processes can be carried out digitally. Nevertheless, it is always worth checking the current formal requirements for individual documents.

The following illustration shows examples of how diverse the application areas of digital document delivery are:

The future of document delivery is digital

Digitising document delivery offers organisations numerous benefits that go far beyond mere cost reduction. By switching to digital processes, companies can increase efficiency, conserve resources and promote sustainability. Introducing a digital mailbox such as d.velop postbox enables secure, fast and location-independent delivery of documents. This not only simplifies the management and access to important records but also strengthens recipients’ trust in digital processes. In light of rising postage costs, longer delivery times for physical mail and new opportunities for reducing bureaucracy, organisations should now adopt digital document delivery to remain competitive and fully leverage the benefits of digitalisation.

Curious? Find out more in the whitepaper about digital possibilities, use cases and benefits with d.velop postbox: