We provide national digital mailroom services in the UK to help organisations to move from traditional manual post handling to outsourced digital mailroom services.

Digital Mailroom Services Competitive and professional services throughout UK

The process of manual handling and distributing incoming post is often slow, labour intensive, costly and inefficient. Our mailroom outsourcing services are specifically designed for organisations looking to organise mail handling and management service. By outsourcing post handling to us, businesses significantly reduce the costs and improve overall efficiency.

Over the years, the cost of virtual (digital) mailroom services have decreased considerably, making the benefits of digital mailrooms more accessible to many more organisations. We have over 16 years of experience as a mailroom outsourcing company and our infrastructure enables us to provide the perfect digital mailroom solution for any organisation.

Our complimentary software provides effective document management, storage and retrieval.

Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen

Scalable, trusted and cost-efficient CALL US ON 0161 832 7991 OR FILL IN A QUICK QUOTE FORM AS BELOW

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Process of automated digital mailroom service

Digital mailroom is the semi or full automation of incoming mail processes. Using document scanning and data capture technologies, businesses can digitise incoming mail and automate the classification and distribution within the organisation.

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Pilot process

Digital mailroom is the semi or full automation of incoming mail processes. Using document scanning and data capture technologies, businesses can digitise incoming mail and automate the classification and distribution within the organisation.


Once the proof of concept has been signed off by you, we will setup a secure collection or receipt of your incoming mail. Each day, we can collect your post from either your office, your local sorting office or alternatively your post can be redirected to a PO Box dedicated to you.

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Booking-in mail

All mail bags collected or received are booked against the Royal Mail bag or our collection reference number and date for complete audit trail.

Mail sorting

This involves opening of envelopes, unfolding of documents and removal of staples etc. Once the mail has been prepared, our experienced staff will sort the mail out into the required document categories and apply any further processing of documents as required. Any junk mail can be discarded or stored temporary for a month before shredding, in case if it is needed by any of your staff member.


All mail is scanned into the required file format such as PDF, TIFF etc. Documents of all sizes up to A0 can be scanned either as black and white or colour. Any bound documents where the binding can not be removed are scanned using our specialist overhead scanners.

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Optical character recognition

OCR conversion can be applied to convert documents into searchable PDF format, which provides additional search and retrieval functionality.

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Data capture & delivery

The required data is captured from the scanned documents as well as the documents are classified as required.

The scanned images and captured data is delivered via secure FTP or via our Pearl Cloud document storage and retrieval systems. Our clients can also receive their daily mail into their individual users’ email Inbox.

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Returning and shredding

Original documents, such as passports, ID documents, deeds, contracts, utility bills, etc. can be returned either to your office or the sender.

After an agreed period of time, documents can be confidentially shredded to BSI standards and a certificate of destruction can be supplied for audit trail.

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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.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


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.