Digital Mailrooms Explained

September 3rd, 2015

A relatively new concept, digital mailrooms are becoming the best way for companies to distribute mail and streamline the mailroom processes. Enabling mountains of mail, including emails, a digital mailroom scans all incoming mail as it arrives – distributing it virtually across the company as needed. Read more and discover how digital mail operations work.

The Mail Room

Powered by enterprise-level capture converts, a digital mailroom turns all documents into electronic formats, suitable for use across all sectors of the market, enabling documents to be viewed electronically.

The traditional mailroom format can lead to items going missing, orders not being processed and when people are away operations can grind to a halt entirely. A digital mailroom distributes all mail immediately, reducing any bottle neck effect. Everything is archived and accessible to anyone else on the team, and can be viewed across multiple sites.

A digital mailroom can help double efficiency, make sure no post is lost and ensures that letters are not stuck on the desk of management. Orders can be processed faster and less time and money is spent on photocopying – allowing attention to be given to other areas.


Digital mailrooms can be adapted to meet the specific requirements of a business. This ensures that only authorised individuals can view documents, and distribute them onto others. An efficient and fail-safe way to handle mail, this can help improve customer service and drastically reduce waiting times. Working digitally can make staff more efficient, allowing them to sanction expenditure, approve invoices and assign tasks with a few simple clicks.

Areas with High Business Impact

  • HR: Confidential employee documents can be sent on route immediately and securely.
  • Finance: Invoices can be sent straight away for prompt payment.
  • Customer Service: Account applications can be forwarded without delay.
  • Legal: Critical contracts can be delivered directly.
  • Sales: New orders can be directly fast-tracked.

Features and Benefits

A digital mailroom can accommodate multiple channels of information including existing user applications and input volumes. All document formats whether structured, semi-structured or unstructured can be handled in high volume. Results continually improve with some mailrooms having a self-learning document classification system.

The amount of money spent on manually sorting and distributing mail is significantly reduced with a digital mailroom. They even accommodate decentralised scanning with classifying and indexing. A digital mailroom format is easily adaptable allowing them to keep up with the times, and any new document types that may come along in the future.

Are you considering a digital mailroom? How could your company benefit?

Document Scanning by Pearl Scan
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Why Choose Pearl Scan?

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

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Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.

We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.

The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.

Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.