Digital Mailroom Post Scanning Services UK


Digital Mailroom Services:  Maximise Efficiency - Minimise Cost

Digital mailroom services are rapidly replacing traditional post rooms as sorting through high volumes of letters and parcels manually is time-consuming, expensive and prone to human error.

For businesses that have adopted hybrid working model or have downsized and no longer have a post room, the conventional way of managing post is neither feasible nor future-proof.

Our secure, fast and reliable digital mailroom service solutions seamlessly manage your inbound mail, streamline mail sorting and distribution process, and substantially reduce costs associated with running a traditional post room.

pile of post waiting for digital mailroom scanning
Digital mailroom scanner

What is a Digital Mailroom?

A Digital Mailroom is a solution that uses advanced AI technologies and top-of-the-line document scanners to efficiently manage incoming paper-based mail. Instead of having to manually sort and distribute mail within your organisation, digital mailrooms prepare, scan and securely distribute the mail electronically to recipients and to document management and workflow systems. 

This process results in significant cost savings and improved productivity. The digitised files are saved as future-proof PDF-A documents that are searchable by name, invoice number, subject matter or any other keyword. This enables swift archiving, retrieval and re-distribution at a low cost. The solution also allows for post to be saved in different formats, such as editable PDF, JPEG or TIF files for easy workflow automations.

Why Should I Invest in Digital Mailroom Solutions?

Digital mailroom solutions are 4-5 faster than traditional post room management and reduce human error by up to 95%. Since your business mail is digitised at source and saved as indexed searchable electronic files, future retrieval from archives is extremely time saving and cost-efficient, boosting productivity and staff morale.

With our high-end document scanners, automated tools, proven digital mailroom strategy and extended quality assurance, your business mail is in good hands.

Our secure web-based AI platform enables us to seamlessly manage and distribute your business mail to a smartphone, tablet or computer — so you have instant access to your paper-based post from anywhere in the world.

increase quality speed efficiency with lower cost
efficiency, reliability, quality service

Reliable Digital Post Room Management Services

Managing your paper mail can be burdensome and frustrating. This is especially true for large companies that have adopted hybrid working model or downsized offices and no longer have access to an in-house post room.

Our digital post room management services provide a convenient and efficient way for you to manage and receive printed correspondence and parcel deliveries.

No matter where your employees are based, our reliable team will redirect your business mail to the appropriate recipient or department on a secure, cloud-based server that protects sensitive information. We even accept recorded delivery and will sign for the parcel on your behalf.

Digital Mailroom Solutions with High-End Post Scanning

Digital mailroom solutions bring your post room management in alignment with other areas of your business. To deliver the quality standards you expect, we use the world’s leading scanning and automation tools that verify and categorise documents to streamline sorting process, save time and reduce errors.

Our high-quality scanners produce high-resolution images which preserve the details of your important documents and photographs.

office worker using a laptop computer
document scanned and made accessible worldwide

Low-Cost Mail Scanning and Post Management Services

Whether you are considering hybrid working model or your teams are already working from home, live in a remote location or stationed overseas, our highly trained and discrete team will scan and deliver your business correspondence digitally to the right person or department in good time.

We also offer a typical mail scanning and post management service which is ideal for smaller businesses and start-ups that receive low volume of mail each month.

Tailored Post Room Management For Your Business Mail

Not every business has the same post room management requirements. We listen to your unique business needs and tailor a customised service that works best for you — on demand and on budget.

Our tailored solutions include same day or 24hr turnaround, multi-departmental post room management and forwarding services, dedicated team access, online post storage and archiving to help businesses customise and manage their documents and records efficiently.

Contact a member of our team to discuss affordable remedies for the distribution of your digital mail.

customise digital mailroom service for a customer
trial offer for service

Trial Our Digital Mailroom and Post Scanning Services Today

Our tailored digital mailroom and post scanning services have obvious benefits for businesses of all sizes. With a team of dedicated and trusted professionals, fast turnaround and secure servers that protect sensitive data, we are ready to take care of your mail distribution requirements.

If you want to see how well it works before committing, contact us today and enquire about our trial privileges. We’re confident you will be suitably impressed to stay on with us.

How does a digital mailroom service work?

A digital mailroom service is a service that scans and digitises your incoming mail and then forwards it to you electronically. This can save you time and money by eliminating the need to print, scan, and file paper documents. It can also help you improve your organisation and efficiency by providing you with a central location for all of your documents.

Here are some of the benefits of using a digital mailroom service:

  • Reduced paper consumption: By scanning and digitising your incoming mail, you can significantly reduce your paper consumption. This can help you save money on paper, toner, and ink. It can also help to protect the environment by reducing the amount of paper that ends up in landfills.
  • Improved organisation: By having all of your documents in a digital format, you can easily search for and find the information you need. This can help you save time and improve your productivity.
  • Enhanced security: Digital mailroom services typically use secure encryption and storage of your documents. This can help protect your sensitive information from theft or loss.
  • Compliance with regulatory requirements: Many businesses are required to retain their business records for a specified period of time. By using a digital mailroom service, you can easily comply with these regulations.
  • Access to your mail from anywhere: With a digital mailroom service, you can access your mail from anywhere in the world. This can be especially helpful if you travel frequently or if you work remotely.

What is the benefit of a digital mailroom?

Digital mailrooms offer several benefits that can help businesses improve their productivity, efficiency, and environmental impact. Here are some of the key advantages:

  • Reduced paper consumption and cost: By scanning and digitising incoming mail, digital mailrooms eliminate the need for printing, storing, and disposing of physical documents. This can significantly reduce paper consumption, saving businesses money on paper, printing supplies, and storage space.
  • Improved organisation and accessibility: Digital mailrooms centralise all incoming mail in a secure and easily accessible online portal. This makes it easy to search, filter, and retrieve documents quickly, saving time and improving overall organisation.
  • Enhanced security and compliance: Digital mailrooms employ advanced security measures to protect sensitive information. Encryption, access control, and data backup protocols safeguard against unauthorised access, data loss, and compliance breaches.
  • Streamlined workflow and collaboration: Digital mailrooms facilitate seamless document sharing and collaboration among team members. Online sharing, commenting, and approval workflows streamline processes and improve team productivity.
  • Remote access and flexibility: Digital mailroom services allow businesses to access their mail from anywhere with an internet connection. This is particularly beneficial for remote teams and employees who work outside the office frequently.
  • Automated workflows and notifications: Digital mailrooms can automate tasks such as document sorting, routing, and notifications. This eliminates manual work, reduces errors, and improves efficiency.
  • Cost-effective document storage: Digital storage is more economical than physical storage, eliminating the need for dedicated filing cabinets, storage space, and regular maintenance.
  • Environmentally friendly: By reducing paper consumption and promoting digital document management, digital mailrooms contribute to a more sustainable and eco-conscious approach to document handling.
  • Enhanced data analytics: Digital mailrooms can provide businesses with valuable data analytics, such as mail volume, recipient patterns, and document type distribution. This data can inform decision-making and improve business processes.
  • Compliance with regulatory requirements: Many industries have data retention and record-keeping requirements. Digital mailrooms help businesses comply with these regulations by securely storing and managing electronic documents for the required period of time.

What is digital mail in business?

A digital mailroom is a cloud-based service that helps businesses manage their incoming mail digitally. This means that your mail is scanned, digitised, and stored electronically, rather than being printed and stored in physical folders.

This can be a great way to save time and money and to improve your company's efficiency. Digital mailrooms can also help you improve your environmental impact by reducing the amount of paper used.


What is the digital mailroom process?

Here is a simplified overview of the digital mailroom process:

  • Mail acquisition: Your mail is collected from your physical mailbox or a designated drop-off location.
  • Scanning and digitisation: The mail is scanned and converted into digital images or PDF files.
  • Data extraction: OCR (Optical Character Recognition) software extracts text from the scanned images and converts it into searchable text.
  • Document identification and classification: AI (Artificial Intelligence) or machine learning algorithms identify and classify the documents based on their content and format.
  • Document routing and distribution: The digital documents are routed to the appropriate individuals or departments based on their classification and sender information.
  • Storage and archiving: The scanned and extracted documents are securely stored in the digital mailroom's cloud infrastructure.
  • Access and collaboration: Users can access and view the digital documents from anywhere with an internet connection. They can also share, comment on, and collaborate on documents with colleagues.
  • Notifications and workflow automation: Users receive notifications about incoming mail, document updates, and routing decisions. Automated workflows streamline document processing and approval processes.
  • Data Analytics and Reporting: The digital mailroom platform provides valuable data analytics and reports on mail volume, document type distribution, and user activity.

Learn More About Our Digital Mailroom Solutions

For more information about our digital mailroom solutions contact us on the form below or call a member of our friendly team on +44 208 786 7200. You can also reach us via WhatsApp or email.