Digital Mailroom

Digital Mailroom Processing Solutions

Our digital mailroom management solutions transform slow, manual mail and document processing into smooth, automated business workflows.

We can automatically route your incoming post and documents to our facility each day. Materials are digitised via intelligent scanning and data extraction. Digital files are delivered to recipients and integrated into your systems.

Why Choose Document Options

The same automation is applied to both physical and electronic documents, unifying them into one streamlined process. Workflows are simplified, reducing costs and headcount.

Our digital mailroom management services offer an efficient digitisation solution with improved efficiency and customer service, accelerated and automated processes, reduced storage and manual handling, and enhanced SLAs and performance measures.

Our team will collaborate with you to define the ideal solution tailored to your specific needs, providing pricing details and recommendations. Our professional services handle implementation, training, integration and ongoing support.

Discover how to upgrade your mailroom with intelligent automation that unifies physical and digital information flows. Contact us to learn more about our digital mailroom solutions and how we can optimise your document and mail processing.

Benefits of Digital Mailroom Processing

Automates manual document handling
Digitises physical and electronic mail
Extracts data and auto-classifies
Direct digital routing to recipients
Eliminates sorting, copying, delivery
Reduces costs and headcount
Improves efficiency and customer service
Integrates historical information into other systems

How Digital Mailrooms Works

Physical and digital documents are sent to our secure offsite facility each day. Incoming mail is automatically opened and sorted. Documents are scanned using high-speed OCR capture technology. Intelligent software extracts key data from the documents and automatically categorises each item based on rules.

The digital files are delivered directly to the intended recipients. Automated workflows route the scanned mail for any necessary processing. Real-time dashboards provide visibility into processing statuses. Physical mail can be digitised and then disposed of after electronic processing.

The digital mailroom solutions integrate seamlessly with your existing systems and processes. Ongoing optimisation of data extraction and workflows is enabled through machine learning. By automating the digitisation, classification, routing and delivery of documents, digital mailrooms eliminate manual mail and document handling.

Digital Mailrom Process

Step 1

Forward your incoming mail and documents to our facility.

Step 2

Our clever software captures the data, recognises the content, and automatically routes items to the correct recipient.

Step 3

Data can be delivered via email, stored on your servers, or hosted in our document management system.

Step 4

Your correspondence is now handled through an efficient, streamlined process.

What Our Customers Say

Digital Mailroom Services FAQs

How do you receive our post and mail?

You can arrange for your suppliers to send them to us directly on your behalf or you can use a PO Box which can be directed to us

Does your Digital Mailroom service work for multi-branch businesses?

It does. Different PO boxes can be set up to receive mail from different branches or locations

Surely this service would be slower and more expensive than us doing it in-house?

By having your mail digitised and indexed, you will no longer have to allocate staff members to manually process documents on-site.

Transferring to a more efficient Digital Mailroom can cut your company’s manual handling costs, as well as allow authorised staff members the ability to access electronic documents without moving from their computer.

By eliminating the need for your company to handle incoming mail, your business also has the freedom to focus time and resources on more important business activities.

What happens to junk mail and marketing?

Whatever you’d like to happen to it! We can scan it and have a process so it can be viewed or we can junk that junk mail for you so no one has to see it!

How do you determine what needs to be scanned or thrown away?

We discuss it with you beforehand! We believe you’re best placed to know what should and shouldn’t be scanned so we work with you to discuss rules on what is and isn’t junk.

We can always scan everything and then have a set rule where “Misc” items go. It’s all down to what suits your needs

We already use a document management system; can you integrate with it?

Of course. Just let us know which system you have and we can discuss the best way to integrate with it!

Could this service be used for invoices and automatically read the invoice information?

It can, we can utilise various OCR functions to read if the document is an invoice and put it through an AP Process.

How much mail do we need to receive on a weekly or daily basis for this service to be cost effective?

Any amount of Mail that takes time to open, sort and deliver to staff would benefit from a digital mailroom. You’d be able to free up the time taken on these tasks and allow your staff to focus on more important things.

The benefit also comes with making all the mail digital allowing it to be shared more easily with other staff members and clients.

Areas We Cover

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