
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.
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.

Why should you use a Digital Mailroom?
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:
How does a Digital Mailroom service work?

- 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.
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.
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!
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