We'll sort your post and deliver it back to you electronically.
We provide national digital mailroom services in the UK to help organisations to move from traditional manual post handling to outsourced digital mailroom services.
The process of manual handling and distributing incoming post is often slow, labour intensive, costly and inefficient.
On the whole, this makes it difficult to provide a well organised mail handling and management service across a site or multiple sites, and it often results in a duplicated workload while offering no reliable means of linking with back-office systems, which is a real legislation concern if your documents must be systematically recorded and stored to meet legislative or regulatory requirements.
To remain competitive and grow in a challenging UK market, organisations of all sizes need to constantly improve their business processes in order to be more efficient and cost effective. This is why many businesses are looking at their mailroom as an area to improve. Over the years, the cost of virtual (digital) mailroom services have decreased considerably, making the benefits of digital mailrooms more accessible to many more organisations.
Firstly let’s understand what is a digital mailroom service or solution.
Digital mailroom is the semi or full automation of incoming mail processes. Using document scanning and data capture technologies, businesses can digitise incoming mail and automate the classification and distribution within the organisation.
1. Our digital mailroom services
After an initial consultation, in the first instance, we will run a pilot digital mailroom process, with the aim to establish set of key rules bespoke to your business and to better understand of your daily incoming volume of mail to meet your targets.
2. Collection or receipt of incoming post
Once the proof of concept has been signed off by you, we will setup a secure collection or receipt of your incoming mail. Each day, we can collect your post from either your office, your local sorting office or alternatively your post can be redirected to a PO Box dedicated to you.
3. Booking-in your mail
All mail bags collected or received are booked against the Royal Mail bag or our collection reference number and date for complete audit trail.
4. Mail opening and sorting
This involves opening of envelopes, unfolding of documents and removal of staples etc. Once the mail has been prepared, our experienced staff will sort the mail out into the required document categories and apply any further processing of documents as required. Any junk mail can be discarded or stored temporary for a month before shredding, in case if it is needed by any of your staff member.
5. The scanning
All mail is scanned into the required file format such as PDF, TIFF etc. Documents of all sizes up to A0 can be scanned either as black and white or colour. Any bound documents where the binding can not be removed are scanned using our specialist overhead scanners.
6. Optical character recognition (OCR)
OCR conversion can be applied to convert documents into searchable PDF format, which provides additional search and retrieval functionality.
7. Data capture
The required data is captured from the scanned documents as well as the documents are classified as required.
8. Data delivery
The scanned images and captured data is delivered via secure FTP or via our Pearl Cloud document storage and retrieval systems. Our clients can also receive their daily mail into their individual users’ email Inbox.
9. Return of originals
Original documents, such as passports, ID documents, deeds, contracts, utility bills, etc. can be returned either to your office or the sender.
10. Document destruction
After an agreed period of time, documents can be confidentially shredded to BSI standards and a certificate of destruction can be supplied for audit trail.
In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.
Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.
We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.
The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.
Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.