Storetec’s digital mailroom service eliminates the need for businesses to manually handle and process incoming physical mail. For large organisations with several departments, the simple process of opening mail could take hours!
Not only does digital mailroom save employee time and resources, but also improves the visibility of information entering the business.
Offering a same-day mail scanning service, we will collect, digitise and upload the scanned mail into dedicated employee or department folders within FreeDocs Document Management for instant and secure access.
Utilising FreeDocs as part of your digital mailroom package provides a complete end to end mail processing solution.
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.
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.
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.
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.
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.
Mail items are manually opened and the documents within will be prepared by hand including the removal of paperclips and staples.
All letters are scanned and exported to the format of your choice (PDF, JPEG etc).
Scanned mail can be returned via SFTP or uploaded into FreeDocs for instant and secure access.
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:
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!
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
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.
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.
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.
We now have more office space and no longer need external storage. I can access every archive file instantly without leaving my desk. We have also accessed the service from other countries with great results.
Simply let us know the size of your paper archive and let us do the rest
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