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.
Talk to us todayOur 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.
Speak to you today"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 all inbound communications either in-house or in our own facilities, saving you time, money, and space.
Inbound and outbound
Inbound and outbound mailrooms that unify your phygital strategy, enhancing communications and efficiency.
Instant, remote access
No more letters languishing in intrays. Get access to communications as soon as they’re processed whichever office you’re in (or even from home).
Smart automations
Inbound communications trigger workflows and activities that unlock 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, you can be sure that your mailroom exceeds the most rigorous of regulatory requirements.
How does an automated digital mailroom work?
We receive physical post via the PO Box we manage on your behalf, while digital communications like email or SMS are automatically redirected to our servers for processing.
We sort, categorise, index, and scan your communications to the agreed SLA, flagging any high priority messages for urgent attention. We’ll append the relevant metadata to the digitised file, and our data capture engines can even digitise the physical post to BS10008 standards, making it as good (and legally admissible) as the paper original.
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.
With the original messages digitised to legally admissible standards, we can place the original in secure off-site storage or securely destroy it.
Customers may need to send you documents they need back (such as their ID), and we can return them for you. Mishandling these can be a serious breach of privacy regulations, so we have validation processes in place to make sure every item goes back safe, secure, and to the right person!
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 was being let down by its digital mailroom.
Processing inbound mail was taking too long, risking delays as well as lost or mishandled documents.
Our digital mailroom strengthened security and regulatory compliance, while our efficiency savings and automation workflows saved enough time and money that the business could redeploy staff and free up expensive real estate.
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. Your mailroom can be created to your requirements, from how items are sorted and categorised to who receives them and how they’re delivered. You can set rules for different departments, document types, approval workflows, storage, and retention, ensuring the process fits seamlessly into your operations.
Absolutely. Digital mail is handled in secure facilities with controlled access, encrypted scanning and storage, full audit trails, and strict GDPR-compliant processes. Only authorised users can view or download documents, and every step of the journey is monitored to protect sensitive information.
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.