Digital Mailroom Solutions

For most businesses, the quest to go environmentally friendly or paperless has often failed before it has got off the ground. The reason? That delivery of paper-based mail every morning.

Topwood’s digital mailroom solution is services are helping a growing number of businesses to streamline, increase efficiency and save costs. Get all of you post via your current email system, work from home, and access your office in the cloud.

How does a ‘Virtual Mailroom’ work?

An electronic mailroom digitises all the inbound emails for your business before forwarding it to your team.

Via a simple PO Box or Redirect, your mail will be delivered to Topwood by the Royal Mail. Our preparation department will open all envelopes, discard junk mail, separate valuable items for return to you, organise banking if necessary and prepare all documents for scanning.

Once scanned to a high-definition image, your mail will be OCR’d allowing us to automatically read and capture key information that is matched to ‘rules’ that we establish with you.

If the letter says ‘To the MD’ our system will send a pdf of the letter to the MD or to a PA if that is the rule in place.

Any items that are one-offs and do not have a rule can be forwarded to a generic email address so that you can decide who needs to see it.

What are Topwood’s Digital Mailroom benefits?

Our DocView platform can interact with any modern system that you have to manage your processes.

If you have a system of referencing for clients in your CRM, employees in your HR system and/or cases in your case management system, we can ‘file’ a copy of mail directly to the correct place as well as the copy to the member of staff.

Is your data safe with Topwood?

Our digitisation process if fully ISO accredited as well as being compliant to BS10008. This means any mail item that we scan is not only safe, but also admissible in a court of law as category B evidence. Topwood’s Virtual mailroom solutions are used in HR, Legal, Manufacturing and hospitality sectors.

If you have a desire to reduce your carbon footprint, increase efficiency or incorporate the aspects of Industry 4.0 then a digital mailroom solution from Topwood is an easy and cost effective way to start the process off.

Frequently Asked Questions

Automation is really a misleading term when discussing digital mailrooms due to the fact that no matter what you do, whilst ever there is paper post then somebody has to open the envelope and deal with the contents. The term “digital mailroom”, or “mailroom automation” is often used to mean that a company has deployed a digital mailroom, removing the need for manual handling within their company. With a digital mailroom, physical post is scanned and arrives with the recipient via their email address.

The setting up of a digital mailroom is a very straightforward process and can be deployed in as little as two weeks. The key to a successful setup is the accurate scoping of who needs to receive items of post that arrive. In simple terms – if a letter comes for Accounts, what email do you want it sent to. At first, there may be the need for a ‘catchall’ address for any items not easily referenced but over time the reference/lookup can be expanded to cover ALL recurring items.

Mail is redirected to the scanning company via redirect, PO Box or even a simple c/o arrangement. Once received the mail is scanned, the intended recipient is referenced matched against a pre-defined look-up table and the mail item is automatically emailed from our document management platform.

Like with everything, digital mailroom technology has significantly reduced in cost over the years. A few years ago you would have needed hundreds of items a day to get a significant ROI but nowadays, companies with as little as ten to fifteen items a day can benefit.

Each mailroom is unique and customised so it is hard to give a simple answer on cost. It can be as little as £15 – £20 per day for a small user where a minimum charge is applied whilst for larger volumes would normally be costed at literally pennies per page

These are only some of the main digital mailroom benefits:

  • Instant removal of paper from your office at the point of entry
  • Freeing up of staff time for more profitable work
  • Removal of risk on confidential destruction
  • Fully auditable trace on items sent via the document platform
  • Open or read receipts to show that mail has been read

If you want to reduce your manual workload, save space, and improve your business’ efficiency while saving costs, Topwood’s digital mailroom services are the perfect solution for your needs.

To learn more about our professional and bespoke digital mailroom solutions, you can chat with us, request a callback or a free quote!

Contact Us

If you would like to find out more about our secure document scanning, shredding and storage solutions call 0800 781 1066 or request a call back using our call back form.

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