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Digital Mailroom and Mailroom Automation

Instant & secure digital access to physical office post 

A digital mailroom is the automation of inbound and outbound mail. By setting up a PO box, we will handle the collection and digitisation of your incoming mail, delivering each employee with electronic post everyday. 

  • Reduced costs
  • GDPR compliance 
  • Increased efficiency
  • Optimisation of staff resources 
  • Support remote working
  • Confidentiality assured

How does digital mailroom work?

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1 - PO Box Management

We will set up and manage a dedicated PO box allowing all incoming mail will come straight to our scanning bureau. All received items will be booked onto our bureau management system to ensure 24/7 tracking. 

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2 - Preparation

Our experienced team will sort the received mail and prepare all enclosed letters ready for scanning. This involves separating letters from their envelopes and removing paperclips and staples from the documents. 

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3 - Scanning

We will scan the documents enclosed within each letter and export these to the format of your choice, for example, PDF. We can also apply OCR and index the documents according to your preference. 

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4 - Delivery

Scanned mail will be ready to review the very same day within your bespoke document management system. We can even create separate employee folders to guarantee confidentiality. Alternatively, mail can be transferred via SFTP or USB.

Digital mailroom benefits

Reduced operational costs

With quick, efficient access to incoming mail, your business can drastically reduce operational costs whilst allowing employees to focus their time on more important tasks.

Instant access to incoming mail

With every digital mailroom project, we will guarantee incoming mail is scanned and accessible the very same day. With flexible, remote access to your post, you can respond to customers quicker and accelerate important business transactions. 

Enhanced visibility and security

Review mail entering the business in real-time and guarantee confidentiality by restricting employee access on your dedicated document management portal. Digital mailroom eradicates the risk of accidental loss, damage and confidentiality breaches.

End to end digital mailroom solution

Our dedicated project management team will handle all aspects of your on-going digital mailroom service, from setting up a PO box to hosting scanned mail on a secure document management system. We understand that every project is bespoke, which is why 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

Looking for a secure way to access your scanned mail?

As part of continuous efforts to develop innovative digital solutions, we have designed a secure document management system to complement your digital mailroom service. 

Awarded Record Management Product of the Year, FreeDocs enables you to access digital mail items 24/7, whether working remotely or in between meetings. You can also: 

  • Guarantee confidentiality with employee-level file restrictions. 
  • Review and sign contracts on the go with e-signing integrations.
  • Increase visibility and control with detailed audit logs on file & document level. 
  • Ensure critical mail items are protected behind data & password encryptions. 

Find out more

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PO Box scanning Service

In addition to processing and scanning your mail, we can also set up and manage a dedicated PO box for your business. This ensures that post from your suppliers, customers and associates will be redirected to Storetec, enabling a faster, more efficient scanning process.

Our scanning bureau is equipped to handle high volumes of incoming mail, in addition to providing additional digital solutions including intelligent data capture and barcode capture. No matter how bespoke your requirement, contact the Storetec team and start your digital journey today.

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/Outsourcing/Bureau Business of the Year in 2022, 2021, 2020, 2018, 2017, 2015, 2014 and 2013.

Accompanying our mail scanning service, our cloud-based document management system FreeDocs also won Compliance Product of the Year 2020.

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Why Storetec

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All mail is digitised in full compliance with British Standard BS 10008 for the 'Evidential Weight and Legal Admissibility' of electronic documentation. Our scanning operations are regularly audited, and we're accredited to several world-recognised frameworks, including ISO 27001 for Information Security.

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With decades of experience in the document management industry, we're experts when it comes to digitising documents. Over the years we've invested in the latest scanning equipment enabling us to digitise a range of documents for some of the most well-known organisations across the world.

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Our state-of-the-art scanning bureau has been designed to meet the highest standards of document management, security and protection. In addition, all Storetec staff have signed been fully DBS checked and have signed non-disclosure agreements for your peace of mind. 

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Ready to get started? Receive your free quote today

Connected Services

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Document Shredding

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

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FreeDocs Document Management

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

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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.

Do you need our services? Contact us today on 0800 612 4065