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Digital Mailroom

Delivering same day mail scanning services to businesses worldwide

We will collect and digitise your incoming mail on a daily basis, saving you valuable time and resources.

  • UK & International service
  • PO box management
  • Free consultation
  • ISO 27001 & 9001 accredited
  • Confidentiality assured
  • Private & public sector

Get a free quote

How does digital mailroom work?

1 - PO Box Management

We will set up and manage a dedicated PO box for all incoming mail. Once received, mail will be logged onto our internal tracking system. 

2 - Preparation

Mail items are manually opened and the documents within will be prepared by hand including the removal of paperclips and staples. 

3 - Scanning

All letters are scanned and exported to the format of your choice (PDF, JPEG etc). 

4 - Delivery

Scanned mail can be returned via SFTP or uploaded into FreeDocs for instant and secure access. 

Digital Mailroom Benefits

Auditing

Digital mailroom offers a fully traceable and auditable mailroom management / tracking solution with faster mail delivery. This means that managers can access FreeDocs to view audit details including: the correspondence recipient, the date/time the correspondence was sent and the actions the receiver took to manage the document i.e. print, download, email etc.

Instant Access

With same day upload to FreeDocs, clients can benefit from instant access to their mail items without the headache of manually opening and sorting such paper documents. Furthermore, contracts and general agreements can be e-signed resulting in a fast, seamless exchange.   

Confidentiality

Letters addressed to senior management and directors may hold private information regarding shares, investments, employee information etc. Digital mailroom eradicates confidentiality concerns which arise from manual post opening. Digital mail can be forwarded onto the correct addressee at first instance, meaning confidential records remain confidential. 

Digital Mailroom Package

Whilst we can provide an end to end solution, if you only require some of the below digital mailroom services, we're more than happy to tailor the project to suit your exact needs.

  • PO box management.
  • Mail receipt & booking in.
  • Application of indexing fields to the scanned mail documents (for example supplier name, date.
  • Envelope opening and handling.
  • Mail preparation including the removal of paperclips & staples.
  • Digitisation of mail into electronic formats such as PDF.
  • Processing & quality checks
  • Same day distribution of scanned mail following a pre-defined list of employees.
  • Upload to FreeDocs for secure access to scanned mail within a custom file structure.
Do you need our services? Contact us today on 0800 612 4065

FreeDocs

Many of our clients choose to access their scanned mail via our cloud-based document management system, FreeDocs.  

Voted 2019 records management product of the year, on FreeDocs you can:

  • Access scanned mail 24/7 from anywhere in the world, whether you're at a meeting or working from home. 
  • Review and sign mail on the go with FreeDocs's e-signing integration.
  • Create detailed folder structures to arrange mail items more effectively. 
  • Restrict access privileges per user ensuring confidential letters addressed to senior managers and directors remain confidential.

Find out more

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PO Box scanning Service

As well as processing and scanning your mail items, we can also set up and manage a dedicated PO box for your business. Redirecting mail items to a designated PO box allows for a faster, more efficient scanning process.

Whether you receive hundreds, thousands or millions of letters on an annual basis, we will handle your physical mail leaving you with the simple task of reading the letters themselves!

 

Award-winning mail scanning services

Our mail scanning services have been recognised globally and we have been nominated for and won, various awards over the years. We are proud to have been named by the Document Manager Magazine as BPO/Outsourced Scanning Bureau Business of the year for 2018 2017, 2015, 2014 and 2013.

Accompanying our mail scanning service, our cloud-based document management system FreeDocs also won Records Management Product of the Year 2019

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Why Storetec

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Compliance

All paper documents are digitised in full compliance with British Standard BIP0008 for 'Evidential weight and legal admissibility’. All scanning operations are regularly audited, and we are accredited to a number of frameworks including ISO 27001 for Information Security.

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Experience

With over 16 years of experience in the document management industry, we have extensive experience digitising documents for some of the largest organisations in the UK and worldwide. 

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Security

At Storetec, we understand the importance of information security and confidentiality. All staff go through a strict screening process which incorporates DBS checks and signing of non-disclosure agreements. 

Ready to get started? Receive your free quote today

Connected Services

Document Shredding Services
Document Shredding

Following project completion, we can arrange for your physical mail to be securely shredded in line with British Standards.

FreeDocs Document Management
FreeDocs Document Management

Access your scanned mail instantly and securely on Storetec's cloud-based document management system, FreeDocs. 

Document Scanning Services
Document Scanning

Are you looking to adopt a digital solution throughout all business operations? You're in luck! We can digitise any type of document you have.

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