Digital Mailroom

Digital mailroom

The process of manually handling and distributing incoming post is often slow, labour intensive, costly and often inefficient. On the whole, this makes it difficult to provide a well-organised service across multiple sites, and often results in a duplicated workload while offering no reliable means of linking with back-office systems, which is a real legislation concern if your documents must be systematically recorded and stored to meet legislative or regulatory requirements.

Your digital mailroom company

digital mailroom services

We are a digital mailroom services company, able to cater to all major cities in the UK – and everywhere in between. We help organisations to move from traditional manual post handling and distribution to offering fully automated digital mailroom services.

To remain competitive and grow in a challenging market, organisations of all sizes need to constantly improve their business processes in order to be more cost-effective and efficient. This is why many businesses are looking towards the mailroom as an area to improve. The costs of virtual mailroom services have decreased considerably, making the benefits of digital mailrooms more accessible to many more companies.

Here's how the digital mailroom services work:

Digital mailroom services - proof of concept

In the first instance, Pearl Scan will run a pilot project, with the aim of establishing a set of rules bespoke to each client and better understand of the volumes and staff levels required to meet targets. We would usually assume this would take two to four weeks to establish.

Digitising your mail

The following steps are an example of a possible process for your virtual mailroom, but, as we have mentioned earlier, all projects are bespoke to each client's individual specifications.

Digital mailroom services

Collection or receipt of incoming post

Each morning (Monday-Friday and excluding Bank Holidays) we will collect your post from either your local sorting office at the earliest time available, or from your office. Alternatively, your post can be redirected a PO Box number dedicated to receive your post.

Digital mailroom

Booking-in your mail

All mail/post bags collected are recorded against the Royal Mail bag reference/date or P.O Box number/date.

virtual mailroom


The mail will then be prepared for scanning. This will involve the opening and unfolding of documents and removal of all staples, bindings etc.

Filtering of mailroom

Filtering of email

Once the mail has been prepared, our experienced staff will sort the documents into categories to be agreed with client – such as individually addressed mail with client reference, junk mail and nonspecific mail.

virtual mailroom scanning

Virtual mailroom scanning

Once the mail has been opened, the scanning will proceed. All A3-A4 paperwork and large format documents will be scanned at 300 DPI in black and white or colour as required. Cheques will be scanned with the relevant attached documents.

Mail Indexing

Indexing digital mail

The scanned documents will be indexed by the client reference where present, or to any other indexing criteria pre-agreed with client. Where this information is not present, these will be indexed as "unallocated".

Virtual Mailroom OCR

Optical Character Recognition (OCR)

If required, once the documents have been scanned they will be subject to OCR processing through an OCR engine. This will enable client staff to search for specific words or references originating from typed documents with ease.

digital mailroom data return

Data Return

The data will be converted into a format as required by the client – usually PDF/Searchable PDF or TIFF. We then make the files available to the client via an encrypted FTP/Inbox/Dropbox, or bespoke workflow document management system.

mailroom storage service

Return of originals

Upon completion of the scanning process, our virtual mailroom service can return any original required documents such passport, ID documents, deeds, contracts, etc., or provide a deep storage service.

deposit of checks - mailroom service in the UK

Cheque management

We offer our clients a daily cheque depositing service. Any cheques will be recorded to an excel spreadsheet containing the relevant details; client name, reference number, recipient etc. Once completed, the spreadsheet containing the details of the cheques will be emailed to you each day.

Why choose digital mailroom solutions?

digital mailroom

With a virtual mailroom you can:

  • Improve operational effectiveness by prioritising incoming mail so that the most important documents are dealt and processed first.
  • Improve overall mail management by centralising the storage and distribution of important business documents.
  • Reduce the risk of lost information and lost time retrieving misplaced documents.
  • Reduce the time between receipts of incoming mail and distribution within the business.
  • Save money by rearranging and utilising mailroom assets and staff.
  • Achieve effective integration between the mailroom and print-room.
  • Ensure compliance and comprehensive incoming mail tracking.

Our digital mailroom services offer cost and time savings as well as greater accountability, tracking and compliance for your business. For more information about our digital mailroom services around the UK, or for a free quote, get in touch by completing our online form.

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