Digital Mailroom

An increasing number of organisations are implementing an outsourced Digital Mailroom service as a cost effective, efficient and more secure alternative for processing their post.

Hugh Symons’ Digital Mailroom solution offers a strong return on investment in a relatively short space of time including:

  • Reduces the time to deliver mail to the relevant business application within organisations
  • Offers greater security – files and data can be made accessible only to specific individuals or departments
  • Information can be shared more effectively where required
  • Inbound mail sorting and delivery processes are streamlined using an automated workflow which minimises the risk of human error
  • Each mail item is tracked through every stage of the process and will never become ‘lost’ or ‘mislaid’
  • Improved compliance is achievable through tighter control of data, including access rights and auditing
  • Enhanced opportunities are available for agile or flexible working and remote access to data
  • Supports the consolidation of multiple business geographical locations to a single hub
  • Better customer service through improved internal access to data
  • Integration of Digital Mailroom into existing back office systems

Hugh Symons’ processes are fully GDPR compliant and our Digital Mailroom service is simple to get up and running.

Receipt of Mail

Mail is re-directed to Hugh Symons' Police Approved scanning and processing facility which is ideally located next to the local Royal Mail Sorting Office.

Scanning & Data Processing

  • Highly trained and security-cleared staff prepare and scan mail
  • Mail items are scanned using high-speed production-scale scanners
  • Barcode technology tracks each mail item through scanning and data processing
  • OCR technology captures data, analyses and classifies document types
  • Mail can be prioritised and categorised (i.e. as confidential) using data processing technologies
  • The risk of error is significantly reduced through using automated workflow process
  • Exceptions are identified quickly and dealt with efficiently
  • Rigorous quality control checks happen before digitised mail or data is ready for delivery to the customer

Mail Delivery to Customer

There are a number of options for the delivery of digitised mail including:

  • Digitised mail or data captured from documents can be integrated into existing client back office systems to be delivered to individuals / departments
  • Digitised mail or data captured from documents is stored in a secure cloud location and downloaded by individuals / departments
  • Digitised mail or data captured from documents can be supplied via Secure File Transfer Protocol (SFTP) for the customer to manage onward distribution within their organisation

Return, Storage and Destruction

  • Original documents can be stored, securely destroyed or forwarded / returned as required
  • Storage is provided at Hugh Symons' Police Approved Secure Facility where mail has been scanned and processed
  • Secure destruction is provided through a specialist security shredding and recycling partner that is an approved member of the British Security Industry Association and independently audited by UKSSA approved auditors

Please visit our Digital Mailroom website for more information on this service: www.digitalmailroom.net