Digital Mailroom

With the current pandemic situation, receiving and handling of incoming mail has become a challenge for many businesses – let us help you in this difficult time. We will sort, scan and digitally deliver your mail on time and to the right people.

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What is a Digital Mailroom?

How Does It Work?

We receive your incoming mail on a daily basis either via a dedicated PO Box or mail forwarded to us. The mail is then opened, sorted, digitised and distributed to your users.

Any original documents such as passport, driving licence, personal documents, etc. are returned to the sender after the scanning process.

Any junk mail is temporarily stored and then securely shredded.

Document folders

How Will I Access My Digitised Mail?

The digital mail can be delivered to your email inbox and accessed via your Outlook or any other Email application.

We can also import/upload the digital mail directly to your document management system such as Microsoft SharePoint, Office 365, Case Management or a Workflow system.

Whatever your requirement we can tailor the output!

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Advantages of digital mail

Start receiving your paper mail digitally

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Easy to implement as our digital mailroon team
takes care of all the hassle

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Digital mailroom offers timely delivery
with complete tractability

The future of mail is digital mail

Key processes of the digital mailroom service 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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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 9001ISO 14001ISO 27001Investing in PeoplePCIIRMS

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.