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Digital Mailroom

Is your in-house mailroom justifying its operational costs? Particularly useful for hybrid workers, a Digital Mailroom service securely digitises your business mail and redirects it to the relevant employees for maximum efficiency.

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What is a Digital Mailroom service?

Enable greater productivity throughout your organisation with a Digital Mailroom service, which  has your mail sent to our secure 24/7 ODS facility. Once delivered, your mail is receipted, digitised, and uploaded to a secure Cloud server - then automatically routed to the relevant employees in your organisation. This allows digital information to be redistributed and shared securely, so your workforce can be dynamic, effective, and up-to-date. 

Large organisations usually employ a Digital Mailroom service to manage mail at multiple sites. However, it is now seeing increased popularity because of its ability to deliver to numerous locations simultaneously - a huge advantage in the hybrid work environment, and one that empowers effective-decision making and improves customer outcomes.

Benefits of Digital Mailroom
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Why should you use a Digital Mailroom?

Reduce Unnecessary Touchpoints
Employee time is more precious than ever – and in an increasingly competitive marketplace, it’s simply not fiscally worthwhile to have employees manually distribute mail to the correct people. However, the same process is achieved in a fraction of the time with a Digital Mailroom service. Whether you want your digital post uploaded to a secure Cloud server, or sent direct to relevant employees automatically; outsourcing your mailroom allows you to reduce unnecessary touchpoints throughout your organisation and maximise the value of your employee time.
Promote Digitally Backed Efficiency
Now more than ever, businesses look to digital tools and automation to cut costs and creatively increase efficiency. But, due to their lack of potential for immediate profit production, back office operations are sometimes overlooked as opportunities for digital optimisation.
Optimise All Roles
Embracing process optimisation in back offices is vital for sustainable business growth. For instance, a Digital Mailroom service minimises your reliance on paper-based processes – and in doing so, maximises dynamic collaboration throughout your organisation.
Future Proof
A Digital Mailroom service minimises the amount of resources required for higher-value, automated processes– which are more resilient in the event of mass economic downturn.
Empower Remote Workers
Digital Mailroom is a tool for enabling contactless mail redistribution, and promotes free flow of information across all sites – even to employees who are working remotely. This also aids your ability to acquire and retain talent, due to the fact that flexibility is now a factor for recruitment.

What are the advantages of a Digital Mailroom Service?

With high operational costs, potentially large workloads, and a reliance on manual processes, in-house mailrooms are quickly becoming irrelevant in modern business. However, by outsourcing to a specialised supplier, you can:

Automate Workflows

Automation relies on digitised information – and this service directly imports a new data into your companywide workflows; such as invoicing, HR tasks, and record-keeping.

Productivity Gains

Digital solutions allow you to reallocate time to strategic tasks. When information is flowing freely, it can be used to collaborate and nurture customer relations reactively.

Scale

Outsourcing your mailroom makes it easier to scale your resource according to your need, so fluctuations in volume can be handled without expending excess resources or time.

Go Green

Lower your carbon footprint by reducing the distance that physical mail needs to travel. The need to physically duplicate documents is also removed, minimising paper waste.

Reduce Costs

An automated process maximises accuracy. A Digital Mailroom lowers the likelihood of extra expenditure on fines for non-compliance, duplication, reproduction, and error correction.

Digitise with Confidence

Your mail is kept under surveillance at all times, protected against loss and theft, and only accessible to authorised staff. It is then safely handled, backed up, and secured, with physical mail shredded or returned after digitisation.

Easily Track Mail

Documents are receipted upon entering our facility, and made accessible to you for your peace of mind. Audit trails allow you to track mail from the letterbox to your inbox, with physical mail shredded or returned after digitisation.

Instant Access, Anywhere

Instant companywide redirection gives you the confidence that everyone is operating on the most current information – no matter where they happen to be working from at any given time.

Repurpose Space

By outsourcing your mail operations, you're free to to maximise the utility of your space; be it for extra storage, installation of valuable equipment, or rentable space for additional income.

How does a Digital Mailroom service work?

woman scanning a document on an office printer scanner
  • Paper mail is destroyed, returned, or stored. Precious mail is returned to sender. Digital files are archived compliantly if they contain information that must be held under GDPR.
  • Pre-checks will be performed and mail will be prepped for digitisation.
  • Routing rules and restrictions are applied.
  • The mail is sorted, scanned, quality checked, and indexed.
  • Inbox monitoring scans attachments using OCR and AI tools to make routing decisions based on context.
  • Attachments are processed into desired formats. Once attachments have been read by the software, they can automatically be used to initiate workflows.
  • Mail is delivered virtually to recipients via email inbox with secure workflows, or to an internal postmaster account for further redistribution as needed.
  • Mail is delivered virtually to recipients via email inbox with secure workflows, or to an internal postmaster account for further redistribution as needed.

How to implement a Digital Mailroom service

Ideate

An appointed postmaster works with the Digital Mailroom service provider, defining rules for redirection, duplication, restriction, and return. They can then provide CRM information that allows OCR to automatically index mail. Finally, the postmaster designs workflows with the service provider.

Improve

The reporting functions of a Digital Mailroom allows workflows to be evaluated, maintained, and elevated. Delivery can become more direct and workflows can become more complex once critical paths are identified and users are comfortable with the system.
chief information officer discussion with employee

Integrate

Using a Digital Mailroom service as part of a digital transformation strategy, you can expand process automation and further the collaborative potential across departments. Other digital enablements include invoice processing, eforms, and Document Management.

Your Digital Transformation Journey

Digital Mailroom + Automated Invoice Processing

Automated invoice processing naturally integrates with Digital Mailroom. By using this service to facilitate the digitisation of paper invoices, they can then be directly fed into your financial systems.

Digital Mailroom + Document Management

Document Management forms the core of digital strategies, and are designed to maximise automation capabilities, secure records, and provide remote access within GDPR guidelines. This function enables inbound and outbound mail automation, meaning that all mail information can be actionable by anyone within your organisation.

What is Included in a Digital Mailroom Service?

Once your business post is redirected through to our secure facility, all incoming mail will be receipted, scanned, digitised, backed up, and made available on a secure Cloud server – with scanned files accessible through the Client Portal for your convenience.

Once scanned, the physical mail will be shredded to ensure data security, then recycled responsibly; bringing sustainability to your business mail processes.

But these are only the basic features of a Digital Mailroom service. Greater agility is enabled throughout your operations with an advanced Digital Mailroom service: which can sort digital files by department, extract key information, and then route them automatically to specific people. This equips your workforce with the data they need, right at their fingertips - and without a second of company time wasted.

Get started with Digital Mailroom

Our services are designed to evolve and scale to suit your needs. This is because we understand that communication is at the heart of business – and with our years of experience in digital enablement, you can ensure that your mail is delivered securely and on time.

For ongoing support and constant development alongside bespoke solutions such as Digital Mailroom, get in touch by using the form below!

How We Can Help

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