Outsource and automate your mail management
Are you tired of manual processes? A digital mailroom can transform your inbound and outbound mail handling. Paper, emails and mobile messages can be difficult to keep on top of when every department has its own processes and ways of working, but this is where mailroom automation comes in.
Tasks like repetitive admin and manual data entry across your business can lead to a lack of motivation in your teams, frustration for your customers, and can significantly impact on the bottom line of your business’ efficiency and profitability. Reduce this burden by outsourcing your digital mailroom.
Switching to a digital mailing system is straightforward. You simply have your mail redirected to us via a dedicated PO Box mailbox that we set up for you. When the post arrives with us, we’ll prepare it for scanning, and scan it as high-resolution, digital PDF documents.
Learn more about our scanning services and how to prepare your documents.
Instead of receiving the physical post, you’ll get access to digital copies of it that we make available to you on our portal. We can also deliver your scanned mail to a specific CRM or claims management system if you so wish. You can have multiple users and different mailboxes for different purposes, so your teams can process their work as efficiently as possible. We’ll handle the return or forwarding of original documents that your customers or suppliers may send to you such as Proof of Identification (e.g. Passports, Driving Licence, Utility Bills etc), and we can even perform banking of financial items into your accounts, if you regularly receive cheques or cash by post.
Check out our cheque processing services to find out more.
Benefits of digital mailroom outsourcing
Access to your mail no matter where you're working – WFH, Hybrid or in the Office
Stress-free business comms with mailroom and workflow automation
Better data security and compliance for your business
A more empowered workforce free from unnecessary admin tasks
Improve your environmental impact by going digital
Trusted by organisations across the UK
What is a digital mailroom?
A digital mailroom is a software-based system that can be used to open, sort and scan inbound mail, as well as to manage the flow of outbound mail – it’s sometimes known as an ‘open and scan mail service’. Digital mailroom solutions help organisations streamline their internal and external communications, improving workflows while also saving time on administrative tasks. Our team play a key role in opening and sorting mail, offering both inbound and outbound services to enhance the benefits of our digital mailroom automation software:
Inbound: This is the standard digital mailroom solution, and involves sorting and scanning an organisation’s incoming mail to improve access, security and business efficiency.
Outbound: This is available as an add-on to Restore Information Management’s mailroom automation software, and consists of paper files being digitised before being sent electronically to a third party where they can be printed and posted. This service is popular among organisations that are moving to a paperless or paper-lite approach.
Discover more about the benefits of digitising your outbound mail and how we can support you.
Our digital mailroom services
How mailroom automation works
Firstly, we receive the post. We establish a PO box which redirects your post to a secure facility. All comms subsequently enter a workflow to begin the process in earnest.
Once collected, your post is opened, categorised, indexed and then scanned all before the agreed SLA period (usually before midday).
All documents are stored securely in a powerful hosted document management system that’s accessible from any desktop computer with an internet connection. Alternatively we can connect to your secure FTP service to deliver the digitised documents. At which point, paper documents can either be archived in a secure Restore facility or destroyed.
Your consultant will work with you to develop thorough, efficient processes to improve on the baseline you previously had. Improved visibility into the mail process is provided with real-time dashboards or bespoke, detailed reports that enable your C-suite to fully understand how to optimise your mail.
The technology is augmented with automatic correspondence generation. This pulls relevant data from your system and merges it into predefined templates to make it easier to communicate with a large customer base.
Revolutionise your post room
Restore Information Management can set up omnichannel digital mailrooms to incorporate different forms of communication into one digital system – from email, social media and texts to letters, faxes and physical post.
Businesses can save time and resources, as well as simplify GDPR compliance, by having all of their physical and digital mail automatically sorted on a single centralised system. AI-powered mailroom automation can also improve response rates and increase customer satisfaction, with personalised interactions based on sentiment and intent analysis. Finally, your staff will have the flexibility to access digital mail remotely or outside the office, saving time and resources by removing the need to sort through daily communications.
Get in touch with Restore Information Management to start setting up your new omnichannel digital mailroom.
Ready to move to an automated mailroom?
Contact us to find out how our digital mailroom services can free up time, accelerate collaboration, and provide access to your organisation’s mail and correspondence from anywhere.
Get in touchDigital mailroom services – Frequently Asked Questions
Yes! We tailor our digital mailroom service to your needs, sorting and categorising mail exactly how you want it.
Absolutely. Every scanned document is encrypted and stored securely, with controlled access to ensure full GDPR compliance.
Yes! Our scalable system can process thousands of incoming mail items per day – perfect for businesses of all sizes.
We process most mail within hours of receipt, so you’ll never be left waiting.