MAIL SCANNING FAQs
Question: How does the Scanning Service work?
Answer: Mail is scanned the same week it arrives. When the mail comes into the office, each piece is named sequentially and according to the month received (ex: aug01, aug02, aug03, etc.). Each document is opened, scanned, and uploaded to your online THB account. Once you have read the mail, you will instruct us to Hold, Shred or Forward each document through your account. Example – You may wish to have aug01 and aug02 shredded, aug03 held for forwarding, and aug04 forwarded immediately to a forwarding address you provide.
Question: Do I have to set up a Postage Account if I use the Scanning Service?
Answer: If you will never want any piece of mail to be physically forwarded to you then you will not be required to set up a Postage Account. However, if you request any piece of mail forwarded you must then fund a Postage Account.
Question: Can my mail be sorted and all “junk mail” and “non-profit” mail be separated?
Answer: Yes, as a scanning client we will never scan “junk mail” or the advertisements that come in some statements. You will be able to choose whether or not you would like to receive “non-profit” mail.
Question: Can I establish residency in Texas with your address?**
Answer: If you are new to the travelling lifestyle there are many decisions that you will be making. One of the most important decisions is where to establish residency or your “domicile.” You are free to choose from all 50 states, but remember you can only be a resident of one state. You must consider vehicle registration, auto insurance, health insurance, voter registration, driver’s license, mail, state income taxes, jury duty, and probate. Intent is important as well. If you intend to be a Texas resident, you must do certain things to show this. Some of those things are to register your vehicles in the county of residence, get a Texas Driver’s license, get Texas vehicle insurance, employ a Texas attorney, join a local library, establish a Texas bank account, or register to vote. These actions show intent to make Texas your domicile. Of course, you will need an address in the state that you intend to be a resident of and that is usually your mailing address. Your “residence” is where you lay your head to sleep, but your “domicile” is a permanent place that does not change. You will be able to use a Texas Home Base address as your ”domicile” to make the aforementioned efforts to establish residency in Texas (ex. Texas Driver’s License, vehicle insurance, voter registration, etc.)
Question: How long do we store your scanned mail?
Answer: All scanned mail is securely shredded after 3 months unless we are instructed to hold specific documents per client request.
Question: Are you able to deposit a check if I receive one?
Answer: Yes, if you provide us with a pre-printed deposit slip associated with your bank account number, we will send the check to your bank at your request.
Question: Will my bank accept a Texas Home Base address?
Answer: Most banks will accept a Texas Home Base address. However, there are several banks that do not allow their members to use a CMRA address. To our knowledge these banks include: Bank of America, American Express and CitiBank.
Question: Can you send my mail as an email attachment?
Answer: At this time we are uploading our clients mail to their online accounts. We will have an option to also have your weekly scanned documents sent to your email in a zipped folder in the future.
Question: How will my THB Scanning Account look?
Answer: Below is an example of how your THB Scanning Account will look.
Question: How will I instruct Texas Home Base to Hold, Shred or Forward my mail?
Answer: Next to each uploaded document on your account, there will be options to Hold, Shred or Forward. You will select one of these options for each mail piece and then click the “Submit Options” button at the bottom of the screen. Below is an example of how this will look on your account.
Question: How will Texas Home Base know where to send my mail?
Answer: You will update your forwarding address on your THB account. When you instruct Texas Home Base to forward your mail pieces your mail will be sent to the Forwarding Address on your account.
Question: What are the Forward, Hold and Shred folders on my THB Account?
Answer: These folders are updated with the documents that you have chosen to Forward, Hold or Shred at the end of each business day. The Forward and Shred folders will be emptied at the end of each month and the Hold folder will be emptied when Texas Home Base is instructed to forward your held documents.
Question: Does the THB Account webpage work on any kind of browser?
Answer: The account webpage works on Microsoft Edge, Google Chrome, Mozilla Firefox, Opera & Safari. At this time it is not supported on older versions of Internet Explorer.
Question: Is my mail fully encrypted?
Answer: The standard scanning plan protects your mail documents only with standard browser encryption. Mail documents are accessible and protected through account ownership. The fully encrypted plan encrypts mail documents as soon as they are scanned and offers a much higher level of privacy protection. Please see our Encryption page for more information on this process.
When fully encrypted the client is the only one able to access his/her files. You will access the mail with a decryption key mailed to you in a starter kit. If you need a replacement key a charge of $10.00 will be required. This is an option for those who receive highly sensitive mail. We are living in a time where hackers are constantly looking for ways to obtain sensitive information. If you choose the fully encrypted service you will be required to decrypt your mail documents using a PC. In order to view your documents the fully encrypted mail process will require a few extra steps.
**This is strictly information. It is not intended to be legal advice. Consult an attorney for all legal matters.