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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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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

Back in December, it was announced that the Government are planning on making a big push to digitise public services. But can they do it?

It seems all of the political parties can see the potential savings in going digital with services with Labour calling on "the next government to focus on digital inclusion" and the Conservative's George Osborne announcing the latest digitisation plans.

Where Will The Digitisation Begin?

The report released towards the end of last year outlined plans to digitise all police evidence and witness statement collection to make it easier for lawyers in court to access the evidence for cases.

The idea of easy access seemed to be high on the agenda too with the Government wanting to make a big push for more public services to be accessed online and for "nine out of 10 of the online public" to use digital services by 2020.

How Will They Benefit From Going Digital?

By going digital with public services it is hoped that the Government can free up desperately needed funds first and foremost but the digitisation can also offer benefits to the public too. As I've mentioned, access to essential services will be easier online and time can be saved finding the information they need at the click of a button.

So, what do you think of these new plans? Will they work? Are you on board with going digital?

There are many ways you can go digital too. If you find yourself in the office struggling to find the information you need because it's filed away in poorly organised filing cabinets or if your company is being weighed down by extortionate document storage costs, you should consider document scanning and digital document management. Similarly to the way the Government will digitise the police service, document scanning will make your files and documents available quickly, cheaply and easily.

Why Should I Go Digital?

• Going digital with your document management brings a wide range of advantages;
• You can free up office space previously holding filing cabinets, boxes and folders of documents.
• Or...you can abolish the cost of storing these documents in off-site storage.
• Your documents will be more flexible with the ability to edit, view and share them as you please.
• You can work with your documents anywhere at any time through shared networks and online cloud platforms.
• Information can be found at the click of a button with fully indexed and OCR processed digital documents.
• The costs of paper, printers and ink can be drastically cut down by sharing and editing documents digitally.

Pearl Scan Services

As is hoped with the new Government scheme, going digital can have hugely positive effects on companies and organisations throughout the UK. Here at Pearl Scan, we recognise the benefits that switching to digital document management can have which is why we offer a fully bespoke yet affordable range of scanning services to suit any company. Our services have helped companies from a range of industries including legal, healthcare and NHS, education and human resources.

For more information about the scanning services we offer including document scanning, invoice scanning, scan on demand and business card scanning, get in touch today. We can also provide you with a free, no obligation quote for your scanning project. 

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


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

A green office is something many businesses aspire to reach in order to boost their green credentials and lower their carbon footprint, but how can you go about saving the environment from the comfort of your desk?

Climate change and global emissions have been a hot topic for years now and most of us take steps to ensure we are caring for the environment during our daily lives. This also stretches to our offices and places of work but there's still more we can do to achieve a lower carbon footprint.

Here are some quick tips for how you can turn your office green (without the need for Dulux colour charts).

Monitor Your Carbon Footprint

In order to reduce the carbon footprint of your office, you must first know what it is. That's just common sense. By monitoring your carbon footprint throughout, you can see which little changes have the biggest impact. There are loads of websites dedicated to helping you calculate the carbon footprint of your office so check them out. (We found this carbon footprint calculator from a quick internet search but feel free to find you own).

"It's like Blackpool Illuminations in here!"

Many of us have heard this phrase (or one similar) growing up. We'd leave lights on around the house to be met by a folded armed adult cursing our inability to flick switches as we leave rooms. Unfortunately, this bad habit can creep into your working life and end up wasting energy when you don't even realise. Don't worry though, making a small conscious effort to turn off unnecessary lights and other electronics can soon become something you do solely out of habit with great positive effects.

Reduce, Reuse, Recycle

The other three Rs we learnt in school, this is a motto that has experienced a pretty big push in the last decade or so. With the introduction of recycling bins specific for each material and pressure on manufacturers to produce products with less unnecessary packaging, it has become much simpler to reduce the amount of waste we produce. In offices, the focus should be on what can be reduced, reused and recycled with a minor effect on the overall workings of the company.

Are you sure you need to print that?

People have many different printing habits, as we have mentioned in previous articles, but sometimes all it takes is that quick question to reduce the amount of paper your office produces. By checking whether the printing you plan to do is really necessary, you may find that it will be more environmentally friendly and even more efficient to step away from the printer.

Document Scanning...

A lot of companies store important files and documents in boxes, folders and filing cabinets cluttering up offices and providing a silent stumbling block for their green credentials. Getting that backlog of documents scanned and converted to an easier to use digital format can be just the boost your office needs! Once you have fully digitised documents, the original paper copies can be shredded and recycled (remember, we're still looking to save the environment as much as possible so always try to recycle that paper where possible).

...and Electronic Document Management

Implementing your digital documents into an electronic document management system will bring further environmental benefits in the long run (not to mention a wide range of other benefits which we go into in more depth in our other articles). Indexed and OCR processed documents are fully text searchable meaning you can have a simple document retrieval system with minimal disruption. Being able to access, edit and share your documents completely electronically will also eliminate the need to print, photocopy and waste paper. And, since a large portion of office waste comes from paper, you can go a long way to producing a greener office.

What if the whole office isn't on board?

Everyone has different opinions about climate change and environmental issues and that's ok. It just means that you may need to make an extra effort to make sure all of your staff and colleagues are working towards the same goal. Offering incentives to the person in the office who does the most to reduce the office carbon footprint can be a great way to get people interested and can boost office morale which will also improve efficiency.

How Can Pearl Scan Help Create Your Greener Office?

Here at Pearl Scan we offer a fully bespoke document scanning service as well as document management solutions and consultancy. We are fully dedicated to helping companies reap the rewards of going digital with their document management system. Document scanning and digital document management can reduce costs, save space, increase efficiency and boost your green credentials.

We cater for a range of organisations across many sectors including legal, HR, education and healthcare. Whether you are looking to complete a bulk scanning project or a continuous store and scan project, if you would like some more information about how we can help you get in touch to speak to a member of our friendly and experienced team. For a free, no obligation quote for your document scanning project complete our online form by following the relevant links below.

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


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