Digital Mailroom Automation and Outsourcing Services
Mailroom or failroom?
A digital mailroom that isn’t working properly costs you money, security, and customer satisfaction.
There are the costs of hardware, software, staff, expensive real estate, not to mention the time sorting, processing, and routing post, email, SMS and faxes. Misplaced, misfiled, or mishandled post leaves you worrying about a visit from your friendly neighbourhood regulator. As well, trying to keep up with new processes, new technologies, and new regulatory requirements takes more time.
And while all this is going on, your customers are wondering why it takes so long to hear back from you. Wondering if your competitor wouldn’t respond faster…
We knew there had to be a better way, so we built it: a digital mailroom that provides lower costs, better security, and happier customers.
Our digital mailroom services turn posts, emails, SMS and more, into secure digital communications, helping you cut costs and respond to customers, from anywhere, at any time.
We’ve created a post-digital mailroom
Using over 30 years experience in information management, we built a more efficient digital mailroom up-to-date with the latest technologies:
- Auto-balancing and reconciliation of every cheque you receive
- AI classification engines that flag urgent or time-sensitive messages
- Intelligent automations, providing decision-ready data, saving money and time while boosting accuracy
- Built-in compliance by design, with all required accreditation and strict data protection
- UK-based data centres, so you know your information is being managed and protected to the highest national standards.
- Integrated inbound and outbound phygital communications through our partnering outbound mailroom
And that’s how we deliver a smarter and more efficient digital mailroom solution that supports your business operations seamlessly.
"A Digital Mailroom reduces the time spent not just sorting incoming mail, but also having to get that collected and shredded. This frees up our time to focus on delivering a great service to our clients. Having this managed for us also relieved the worry of handling personal information and enables us to have a full audit trail.”
Louise Goss | Office Manager | Burton Varley Accountancy
The benefits of a proper digital mailroom solution
Inbound comms sorted
We’ll handle inbound communications either in-house or in our secure facilities, reducing internal workload, on-site space and the time spent sorting, scanning and routing mail.
Inbound and outbound
Inbound and outbound mailrooms that unify your phygital strategy, enhancing communications and efficiency.
Instant, remote access
No more letters languishing in in-trays. Communications are digitised, indexed and routed so teams can access them quickly, whether they are office-based, hybrid or remote.
Smart automations
Inbound communications can trigger automated workflows such as routing, approvals, case creation or task assignment, unlocking efficiency savings and save even more time and money.
More effective comms
Our approach means efficient digital processes for you, while your customers are free to send and receive paper letters and forms.
Save money
Enjoy efficiency savings right out of the gate and only pay for communications you receive, so your costs get even smaller during quiet times!
Compliance sorted
Working to standards such as ISO 27001, BS10008 and ISO 9001 supports secure processing, consistent quality and audit-ready handling of inbound communications.
How does an automated digital mailroom work?
We receive physical post via a PO Box managed on your behalf. Digital communications such as email or SMS can be redirected into the same workflow, ensuring consistent processing across channels.
We sort, categorise, index and scan communications to the agreed SLA, flagging urgent or time-sensitive items for priority handling. Metadata is captured and appended to each digitised file to support routing, retrieval and audit trails. Physical post can be digitised to BS10008 standards, supporting legally admissible electronic records.
We’ll integrate with any of your existing systems, so your teams can get to work as soon as the message has been scanned and processed. Or we can send the files to you via secure file transfer to import into your systems. No system? No problem. Our own document management systems can provide secure storage and access to your files.
Once communications are digitised to legally admissible standards, originals can be transferred into secure off-site storage or securely destroyed in line with retention requirements. Where customers need original documents returned (such as ID), validation processes are in place to make sure every item goes back safe, secure, and to the right person. Items are returned securely, accurately and to the correct recipient, reducing privacy and compliance risk.
We can handle mail in and out (though we don’t tend to shake it all about). You can augment your Digital Mailroom with our Outbound Mailroom to send a response to your customers via post, email, or SMS.
"With Restore we feel like we have a true partner. True automation, enhanced exception management and more integrated systems have innovated our daily claims management process."
Helen Finnie, Change and Implementation Manager
Co-op Legal Services
Co-op Legal Services required faster, more controlled processing of inbound communications.
Delays in handling post increased the risk of misplaced documents and slower customer response times.
Restore Information Management’s digital mailroom improved turnaround times, strengthened security and supported regulatory compliance. Automation workflows reduced manual handling, enabling staff redeployment and reducing reliance on office-based mailroom space.
Find out how we gave Co-op Legal Service lower costs, better security, and happier customers.
Outsource your mailroom for lower costs, better security, and happier customers
If you’re ready to replace a failroom with a digital mailroom service with a difference, get in touch with one of our team. They’re always ready to listen to your problems. More importantly, their relentlessly resourceful attitude means they’ll come back with a solution specifically designed to tackle your unique challenges!Treat yourself to a digital mailroom with a difference today.
Get in touchDigital mailroom services – Frequently Asked Questions
Yes. Digital mailroom processing can be configured to your requirements, including how items are sorted, categorised and routed. You can set rules for different departments, document types, approval workflows, storage, and retention, ensuring the process fits seamlessly into your operations.
Yes. Digital mail is handled in secure facilities with controlled access, encrypted scanning and storage, full audit trails and GDPR-aligned processes. Access is restricted to authorised users, and handling stages are logged to support traceability and accountability.
Yes. The system is designed to process everything from small daily volumes to large, enterprise-level workloads. High-speed scanners, automated workflows, and scalable infrastructure mean the service can easily flex during busy periods or peak seasons without slowing down.
Most mail is scanned and available the same day it arrives at the processing centre, often within hours. Once digitised, it’s uploaded immediately to your secure portal or integrated system, so recipients can access their documents as soon as they’re processed.
Yes. Once mail is digitised, employees can access it securely from any location. This removes dependence on an office-based mailroom and ensures important documents reach staff quickly, making digital mail ideal for hybrid and remote teams.
Digital mailrooms benefit organisations of all sizes from large enterprises to SMEs, particularly those handling regular or high volumes of incoming documents. Sectors such as financial services, insurance, healthcare, government, e-commerce, and charities see the greatest efficiencies, but any organisation seeking to streamline mail handling can gain significant value.