Digital Mailroom
Fast, secure, digital access to your paper mail
Your incoming mail arrives at our secure premises via a dedicated PO Box number. Mail is opened, sorted, digitally captured and all relevant data extracted. Employees receive digital mail everyday and selected data is uploaded to your own systems if required. Documents are securely destroyed or returned to your office securely.
Contact Us Today For a Quote – Call 0333 772 1631
How Does A Digital Mailroom Work?
1 – Mail Arrives
Your incoming mail arrives at our secure premises via a dedicated PO Box number.
2 – Preparation
Our expert team open and sort your mail. Junk and agreed unwanted items are removed.
3 – Scanning
The remaining mail items are categorised and scanned into a format of your choice such as PDF. OCR and indexing is also optional.
4 – Delivery
Scanned mail will be uploaded to you document management system according to your agreed SLA. Confidentiality and security is guaranteed.
Benefits Of A Digital Mailroom
Greater Efficiency
When communication is paper based, the volume of documents that need to be handled, sent and re-directed can be mind-boggling. Getting through each letter, package, notice, report and document can take up a huge amount of time – time that could be spent on more constructive things.
Enhances Home Working
With so many people working from home these days, getting their paper mail to them has become both time consuming, costly and slow.
It Provides Instant, Secure Access
If it wasn’t enough that paper filing can be messy and cumbersome to sort and file, it’s also slow and difficult to search. Having to correctly identify and access paper documents means a time-consuming job looking through filing cabinets to find documents. Once your mail has been scanned and digitised, any authorised user can directly search for, share, and track files instantly and securely right from their computer or mobile device whether they are home or in the office.
Why BPMS?
Experience
By putting your trust in BPMS you have access to decades of experience in working with clients both large and small in delivering document management solutions. We deliver and support the latest platforms and operate a fully staffed document scanning bureau housing the very latest equipment to deliver you a professional one stop shop for all your document and information management needs.
Security Guarantee
The security of your highly sensitive data, the cornerstone of everything you do, is central to everything we do at BPMS. All our personnel are subject to DBS checks and enter into a non-disclosure contract and our systems are continually subjected to the most strenuous testing.
What Our Clients Say
FAQ’s
What is a digital mailroom?
A digital mailroom is an outsourced service where your incoming postal mail is redirected to BPMS via a dedicated PO Box. We open, sort, scan and index every item, then deliver the digital copies to your team – usually uploaded straight into your document management system. Originals are either securely destroyed or returned to your office.
How does the digital mailroom process work step-by-step?
There are four stages. First, your mail arrives at our secure premises via a dedicated PO Box. Second, our team opens and sorts everything, removing junk and pre-agreed unwanted items. Third, the remaining items are categorised and scanned to your chosen format such as PDF, with optional OCR and indexing. Fourth, the scanned mail is uploaded to your document management system in line with your agreed SLA.
Will my employees still be able to receive their post if they work from home?
Yes – that’s one of the main reasons clients adopt a digital mailroom. Once mail has been scanned, any authorised user can search, share and read their post instantly from a computer, laptop or mobile device, no matter where they are based. It removes the cost and delay of physically forwarding paper mail to remote workers.
How quickly will my scanned mail be delivered to me?
Delivery timelines are agreed in advance as part of your Service Level Agreement (SLA). Most clients receive their digital mail the same working day it arrives. We can tailor turnaround times to fit your specific operational requirements.
Can BPMS extract specific data from incoming mail and upload it to our systems?
Yes. As part of the digital mailroom service we can extract pre-agreed data fields from your mail – such as customer references, invoice numbers or dates – and upload that data directly into your back-office systems alongside the document image.
What happens to junk mail and items I don't want to receive?
During the preparation stage, our team removes junk mail and any other categories of unwanted items based on rules agreed with you upfront. This keeps your digital inbox focused on the post that actually matters and reduces the volume of items being processed.
Is the digital mailroom service secure?
Yes. Mail is processed at our secure premises by DBS-checked personnel under strict confidentiality agreements. Documents are scanned, indexed and uploaded through encrypted channels, and physical originals are confidentially destroyed once you confirm the scans are correct – with a certificate of destruction available on request.