Digitise your incoming mail to easily reduce costs, reclaim valuable time and improve efficiency. A simple process can bring all of those benefits and many more.
What is a Digital Mailroom?
A digital mailroom is a service which collects, digitises and sorts your mail regularly so it can then be stored and dealt with electronically. Many organisations are now turning to this service as a way of dealing with the large amounts of post they receive daily in a more efficient way. In life and business we now deal with a large amount of things digitally so it makes sense to bring your mail into the digital age too and, with the long list of benefits it can bring to companies across a range of sectors, it's not hard to see why so many companies have found the digital mailroom a vital lifeline.
Digital Mailroom- The Advantages
Efficiency-
Simply by having your mail delivered digitally to your computer, laptop, tablet or phone, you can deal with it much more efficiently. You can file it easily to be retrieved at the click of a button as and when you need it. Information can be shared with relevant parties just as easily with the ability to attached the documents to emails and send them anywhere you need in seconds.
Saving Money-
A digital mailroom offers multiple money savers whichever way you look at it. You can save storage costs by storing your mail virtually rather than by physical and often extremely costly means. You can also save money by eliminating any need to hire extra staff to sort through your post, especially if you deal with large amounts daily.
Document Security-
Paper mail can easily be rummaged through and read by unwanted intruders but with digital files you can encrypt and password protect the data to provide a more secure means of
receiving your company mail.
Reclaim Space-
Without the need for a space to sort your incoming mail each morning, office space can be used more resourcefully. You will also eliminate the need to store paper documents sent to you in filing cabinets or other means of storage.
Green Credentials-
By dealing with your mail digitally, you will reduce the need to use and store paper documents. You can encourage other workers in the office to deal with correspondences digitally to boost your green credentials and lower the carbon footprint of your office.
Reduce Stress-
With a digital mailroom, you will no longer need to worry about dealing with all of the company mail in-house. With all of the benefits a digital mailroom brings you can rest easy that your mail will be in safe hands and delivered much more efficiently.
What Can Be Scanned?
Everything that comes to your company through the post can be digitised from invoices and letters to contacts and cheque payable. Each document can be sorted into relevant categories to make it easy for you to view your daily mail. Through OCR processing and indexing, all you will need to do is search the file by title, date, sender etc and you will find the document you need.
Digital Mailroom Services
Here at Pearl Scan, we offer a bespoke yet affordable digital mailroom service bringing with it all of the benefits mentioned above. We can collect your mail from your office, local sorting office or from a designated PO Box each morning (Monday-Friday excluding bank holidays) with our secure nationwide collection service. Once at our premises, we will sort, scan and index all of your mail including invoices and cheques which can also be recorded into a separate spreadsheet for your reference. Your digital files can then be made available to you via secure FTP, emailed to you or placed on our online cloud platform, Pearl Cloud. The original documents can then be returned to you, placed into deep storage here at our secure premises or shredded and disposed of.
For more information about our digital mailroom service, get in touch today. If you would like a free, no obligation quote for your digital mailroom project, please complete our online form by following the relevant links below.
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The Scan-do Peopletm
For more information feel free to give us a call:
Nationwide: 0845 22 55 923 London: 0207 183 1885
Manchester: 0161 832 7991 Birmingham: 0121 285 1900
