Transform Mail Handling into a Seamless Digital Process
Our digital mailroom solution offers a streamlined and secure way to manage your physical mail. From receipt at our headquarters to scanning and delivery, we handle all aspects of the mail processing workflow.
This service helps you save time and costs while ensuring that your sensitive documents are handled with care and confidentiality.
Cut Costs
Reduce labor costs and eliminate the need for physical storage.
Boost Production
Speed up document processing and make files instantly accessible.
Improve Security
Safeguard sensitive documents with secure processing methods.
Safeguarding sensitive information every step of the way
What is a Digital Mailroom?
A digital mailroom is a service that transforms incoming physical mail into digital formats, enabling you to streamline your document management.
Once we receive your mail, we open and sort it, scan it into digital files, and index it according to your specifications.
The files are then uploaded to a secure platform for your easy access and management.
FAQs
Understanding Digital Mailroom.
How do you handle my mail?
We redirect and receive your mail at our headquarters, sort it according to your specifications, and prepare the documents for scanning.
After processing, we upload the files in digital format to your designated system.
How are the files processed after scanning?
Once scanned, the PDF files are indexed according to your requirements.
They are then quality-checked for accuracy before being uploaded to our, or your, hosting system or sent via secure SFTP to the designated recipients.
How long do you retain my documents?
We retain both physical and digital copies of your documents for a period pre-determined by you and outlined in our service agreement.
After that, we request your authorisation to destroy them, in line with BS-EN-15713 standards.
Is the digital mailroom service secure?
Yes, security is a top priority for us.
All documents are processed under strict confidentiality, and we employ secure handling, storage, and transfer methods to protect your data.
What happens to cash/cheques in the mail?
If your mail includes cash or cheques, we remove them from the documents, log them on a spreadsheet, and can even deposit them directly into your bank account if requested.
Can I request documents in a specific format?
Yes, we provide a completely tailored digital mailroom experience.
While we not only cater to specifications such as choosing which format your documents are digitised to, we also tailor the organisation and indexing of your physical and digital files to any requirement.
Get a quote
Ready to make the switch to a digital mailroom?
Simply complete the contact form, and one of our team members will reach out to discuss your requirements in detail and provide a tailored quote.