You can always use more space. Traditional postrooms take up more room than most realise, especially in large organisations with multiple locations. From mail carts, sorting stations and space for incoming and outgoing mail, physical mail handling can become a handful. But by switching to a digital mailroom solution, that physical footprint is basically gone. Mail is scanned and processed in one central location, freeing office space for collaboration zones, hot desks – the possibilities are endless.

Data handling, GDPR regulations, privacy and security are all things that should concern any company with mail of any kind. With GDPR‘s governance and increasing scrutiny, organisations may find the shortcomings of physical mail handling (like lost letters or unauthorised access) can pose too much of a risk. 

In this way, by outsourcing to a trusted provider such as Restore Information Management, organisations can benefit from robust compliance and data security practices. Our digital mailroom processes are designed with built-in audit trails, access controls, and document retention policies, which are not always possible with manual handling.

Restore Information Management’s digital mailroom is run by industry-leading experts using the latest data capture technologies, high-speed scanners, and tested workflows to make sure papers are processed quickly and accurately. This efficiency reduces costs, boosts productivity, and allows your team to focus on what matters most.

In reality, post volumes aren’t always consistent. With year-end invoicing, compliance deadlines, or major customer campaigns, departments can sometimes become overwhelmed with piles of mail. Because Restore Information Management operates at scale, we can transfer resources between our locations to cushion peaks in demand without impacting your service. So if you’re facing a seasonal spike or an unexpected surge, your mail keeps moving.

Waiting around for the post to materialise on your desk each morning isn’t always a viable option, especially for hybrid teams working at different times and locations. That’s where SLAs come in. Restore Information Management’s digital mailroom often delivers scanned images on a same-day basis, meaning employees can access documents as soon as possible. These upgraded SLAs are a game-saver for time-sensitive processes like claims handling, legal mail, or customer service inquiries.

Digitising mail is not the end but the beginning of a smarter route.

Once mail is captured in digital format, it becomes searchable, shareable, and processable. That means you can do so much more with it via digital workstreams, such as:

• Three-way invoice match in your P2P system

• Digital cheque banking, without the bank visit

• Secure management of cherished and valued items like passports, certificates, and legal documents.

Digitising inbound mail is only half the story, because it means you can also more effectively control what you send out. From sending letters, statements, or electronic notifications, print and outbound mail solutions ensure messages are delivered securely, on time, and in the right format to every customer. For example, Restore Information Management also enables workflows with print and digital channels. This digital integration makes communication simpler, eliminates postage costs, and makes for a better customer experience overall.