Digital Mailroom
Our digital mailroom service ensures business critical mail is intelligently captured, processed, and digitally delivered to the right people. This service enables your team to work efficiently and remotely in a paperless environment.
We have designed our service to cater for varying daily volumes of mail and complex client requirements, including specific sorting procedures for different mail categories, scanning preferences, indexing conventions and digital integrations.
All Document Types & Sizes Catered For
The document scanning technology we have deployed enables us to scan and convert A3-A8 sized files into digital records. Our large format scanning service caters for files sized A0-A2.
Output in Numerous File Formats
We can output the scanned images in numerous formats including PDF, TIFF & JPEG. PDF is the most popular with the files easily made text searchable with our data capture service.
Secure Delivery Options Available
The files can be transferred to you securely via our cloud portal or uploaded to your chosen document management system. Alternatively, the files can be returned to you on an encrypted hard drive or USB.
Our Digital Mailroom Service Can Transform Your Business Processes.
How It Works, Step By Step
Set up of PO Box
We set up a PO Box for your mail to be forwarded to.
Daily Collection
Every morning one of our security-cleared drivers will collect your mail in one of our records management vehicles and securely transport it to our highly secure scanning facility. A daily log of what has been received is maintained.
Mail Opened, Sorted and Prepped
The mail is opened, sorted into classifications, and prepped for digital capture by our scanning experts.
Scanning
Using the latest scanning technologies each piece of mail is carefully scanned and converted to a digital image, ensuring optimum results and clarity. We can scan any paper size and output in multiple formats.
Post Production
Our scanning software further enhances the scanned images by de-skewing, cropping black edges, optimising image sharpness, rotating images and reducing the file size if required.
Indexing
Each scanned file is indexed using your chosen naming convention to facilitate future retrieval.
Quality Checked
Our quality team check the scanned file and indexes against the original hard copy mail. Files that fail quality control are scanned again. They are then re-checked for quality assurance.
Data Capture
Each scanned file can be processed through our optical character recognition (OCR) software which reads and recognises each typed word to allow full-text retrieval.
Data Delivery
The scanned mail is made available within agreed timeframes to authorised personnel or a department by being delivered to individual users’ inboxes or uploaded into your digital workflow.
You Decide What Happens To The Physical Mail
Benefits of a Digital Mailroom Service
- Reduce the costs associated with processing mail.
- Remove the security risks physical mail is exposed to.
- Efficiently search for relevant information.
- Easily share mail with colleagues.
- Increase the traceability of mail.
- Improve information governance.
- Ensure customer satisfaction.
- Eliminate junk mail.
Transform Your Traditional Mailroom Process
Initiate the process today by requesting a free quote
Or talk to one of our friendly experts on 1800 946 398
In our experience, there are frequently asked questions (FAQ’s) about our digital mailroom service.
