We provide digital mailroom services in Manchester, London, Birmingham and throughout the UK. Digital mailroom solutions for cost-effective mail conversions.

Digital Mailroom Services

Our digital mailroom services offer cost and time savings as well as greater accountability, tracking and compliance for your business.

Secure | Confidential | Fast digital delivery

digital mailroom services

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 mail / postal handling and management service across a site or 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.

Digital mailroom solutions

We provide digital mailroom services to all sizes and types of organisations, 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, resulting in cost effective and efficiently managed process.

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 cost of digital mailroom services has decreased considerably, making the benefits of digital mailrooms more accessible to many more companies.

Our digital mailroom service process

Digital mailroom services - Proof of concept

In the first instance, we 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 any required targets / SLAs. 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 digital mailroom, but as we have mentioned earlier, all projects are bespoke to each client's individual specifications.

Learn the advantages of using Pearl Scan Group's digital mailroom services and solutions.

Advantages with having digital mail

  • 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 Rearranging and utilising digital mailroom assets and staff.
  • Achieve effective integration between the mailroom and print-room.
  • Ensure compliance and comprehensive incoming mail tracking.

Contact us

For more information about our digital mailroom services and a free quotation, get in touch by calling 0161 832 7991 or using our Contact Us form.

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Collection or receipt of your 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 to a dedicated PO Box to receive your post.

Booking-in your daily mail / post

All mail/post bags collected are recorded against the Royal Mail bag reference, date or a PO Box number/date.

Sorting and preparation of your mail

he mail will then be prepared for scanning to digital format (PDF). This will involve the opening and unfolding of documents and removal of all staples, bindings etc.

Filtering of your mail items

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

Scanning your mail items to digital format (TIFF/PDG/Jpeg)

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 are usually scanned with the relevant attached documents.

Indexing and cataloguing

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

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 users to search for specific words or references originating from typed documents with ease.

Delivery of digital scans and data securely

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.

Upon completion of the scanning process, our digital mailroom service provides a feature where we can return any original required documents such as passport, ID documents, deeds, contracts, etc. to the original sender on behalf of our clients or simply return to the client’s offices or originals can be stored with us for a longer period.

Cheque management

We also 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.

Free trial

We offer a free trial of our UK document scanning services. We can convert a section of your project to showcase the qulity of our digital conversions.

We offer a free trial of our scanning services to prospective clients.

Find out more today

Why Choose Pearl Scan Group

Document Scanning | Audits

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.

Logo's in which Pearl Scan Group has a number accreditations with including ISO