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Digital Mailroom

Our digital mailroom is a secure service that replaces traditional paper-based mail handling with a streamlined digital process. It acts as a central hub for receiving, capturing, and managing all your incoming mail at the point of entry.

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Our Digital Mailroom Services: Incoming Document Processing

A Digital Mailroom Service is our advanced solution that leverages technology to automate the receipt, sorting, processing, and distribution of incoming mail, both physical and electronic.

How It Works:

  1. Reception: Physical mail is received at our central document processing facility.
  2. Scanning and Digitisation: The physical mail is then scanned to convert documents into digital format. This may include letters, invoices, forms, and other types of correspondence.
  3. Classification and Indexing: The digital documents are classified and indexed based on their content, purpose, or destination. Advanced systems use optical character recognition (OCR) and artificial intelligence (AI) to automate these tasks.
  4. Distribution: Once digitised and indexed, these documents are electronically distributed to the appropriate recipients or departments within the organisation. This can also involve integrating the data into the organisation’s document management systems, Outlook, ERP, CRM, or other software systems.
  5. Archiving and Storage: Digital documents are stored in a secure, searchable database, allowing for easy retrieval and ensuring compliance with data retention policies.

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Types of Mail Processed Through Our Digital Mailroom

Our digital mailroom services are designed to be versatile and robust, enabling us to manage a diverse array of mail items, such as:

  • Invoices
  • Correspondence
  • Legal Documents
  • Medical Records
  • Cheques
  • Financial Records
  • Contracts
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Mailroom Processing: Customised to streamline your digital mail delivery

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On a daily basis the incoming mail is received, checked and booked into our Calcium scanning management system along with any details provided by the Royal Mail or a third party courier company is also recorded. Our customers have full access to the daily log of what has been received and booked onto the system for processing.


The mail is opened, checked and sorted into the required categories and any specific handling procedures are applied here to ensure that the mail is organised into the correct document types and format. The junk mail is discarded but stored temporarily dependent on your needs for examples for a month and then shredded. 


Each mail item is scanned to a PDF format. Document sizes from A4 to A0 size (wide format drawings & plans) are scanned as black and white or colour. Bound documents including passports and driving licence are scanned using our specialist overhead scanners to produce high quality digital files.

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OCR (Optical Character Recognition) can be applied to convert scanned documents into text searchable PDF format, which provides additional text search capability and flexible document retrieval functionality.

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Based on each client’s mail processing specification, the scanned documents are classified into the required document types & categories. The final processed mail is then delivered to individual users’ Inbox or upload onto FTP/SharePoint/Office 365, etc.

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The original paper mail is stored temporarily before being returned or shredded. Any original documents such as passport, driving licence, utility bills and bank statements are typically returned to the sender.

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Typical Mailroom Challenges

In the operational landscape of organisations, the mailroom plays a crucial role in managing communications. However, this area often faces significant challenges that can impact overall efficiency:

  1. Tracking of High-Value Documents: Locating critical documents efficiently is a common issue, posing risks to security and timely processing.
  2. Mail Processing Efficiency: Traditional methods of mail handling are slow and prone to errors, leading to operational delays.
  3. Visibility into Mailroom Performance: A lack of clear insights into mail processing workflows makes it difficult to identify and address inefficiencies.
  4. Identifying Improvement Opportunities: Without detailed analysis, pinpointing areas for process enhancements in the mailroom can be challenging.
  5. Cost Management for Outgoing Mail: Optimising expenses related to outgoing mail requires strategic management, which is often overlooked.
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Choosing a Digital Mailroom Processing Service

Pearl Scan stands at the forefront of digital mailroom solutions, offering unparalleled efficiency, security, and adaptability. Here’s why choosing Pearl Scan Digital Mailroom Service is a strategic move for your organisation:

  • Customised Implementation: Understanding that each organization has unique needs, Pearl Scan offers bespoke solutions designed to fit your specific requirements. Whether you’re a small enterprise or a large corporation, we tailor our services to match your mail volume, workflow, and industry specifics.
  • Advanced Processing Tools: Leveraging the latest in scanning technology, optical character recognition (OCR), and intelligent document recognition (IDR), we convert your physical mail into easily accessible digital formats.
  • Secure Data Handling: With data security at its core, we ensures that your documents are handled with the confidentiality. Our digital mailroom services comply with GDPR and other relevant data protection regulations.
  • Streamlined Operations: By automating the sorting, processing, and distribution of mail, we significantly reduces manual tasks, allowing your team to focus on core business activities.
  • Reducing Operational Costs: Transitioning to Pearl Scan’s digital mailroom service not only streamlines your mail handling processes but also contributes to significant cost savings.
  • Dedicated Support Team: Our team of experts is always available to assist with any queries, ensuring a smooth and seamless transition to a digital mailroom and providing ongoing support to maximise your investment.

The Strategic Impact of Digital Mailroom

Adopting a digital mailroom solution is a strategic move towards improving organisational communication. By centralising and automating the mail processing system, organisations can achieve several objectives:

  • Accurate Tracking and Secure Handling: Ensures that high-value documents are managed with precision and security.
  • Enhanced Processing Speed: Reduces the time taken to process mail, from reception to distribution.
  • Minimised Errors: Decreases the likelihood of mistakes in handling and routing mail, thereby improving reliability.
  • Valuable Insights: Offers clear visibility into mailroom operations, enabling better decision-making.
  • Process Improvement Opportunities: Identifies areas where efficiencies can be gained within mail handling processes.
  • Cost-Saving Measures: Helps in optimising the expenses related to outgoing mail through more efficient processes.
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Transform Your Incoming Mail Management with Our Digital Mailroom Outsourcing Services

In today’s fast-paced business environment, the shift towards digital mailroom services represents a pivotal transformation in how organisations manage their correspondence. Digital mailrooms not only streamline the sorting, processing, and distribution of physical and electronic mail but also enhance data security and accessibility, ensuring that critical information is promptly and securely delivered to the intended recipients. For those looking to delve deeper into the mechanics and benefits of digital mailrooms, The Royal Mail offers insights into the evolving landscape of mail handling in the UK. Meanwhile, The Information Commissioner’s Office (ICO) provides essential guidelines on data protection and privacy considerations, a critical aspect of our digital mailroom services. Technology advancements play a significant role in this sector, with companies like Pearl Scan leading the way in offering sophisticated scanning and data capture solutions tailored for digital post room environments. Industry events such as The Future of Digital Mailroom Seminar serve as excellent platforms for businesses to explore emerging trends, network with peers, and discover innovative solutions that can further enhance their mailroom operations.

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