Our Services

Digital Mailroom Automation & Management

Automate your mailroom and find a cost-effective alternative to traditional mailroom service.

Economically viable alternative

Our digital post room is an efficient alternative to traditional mailroom services, and a step in the right direction towards a paperless office. Mail digitalisation makes your company more flexible, and streamlined, and allows for facilitating remote working.

Electronic communication is a mainstay of business practices, with most of us relying on digital forms of communication. However, there is still a glut of traditional paper-based mail that needs to be managed, especially in the case of large organisations. Our digital mailroom automation and management services allow you to keep on top of all correspondence and cut down on the time and costs associated with manually processing large volumes of paper-based mail.

Add to this time delays in physically delivering and receiving mail and it’s easy to see how an automated mailroom can reduce filing and administration costs.


Learn more about our hassle-free outsourced digital mailroom processing service with this comprehensive brochure. Convert your inbound mail into digital format and distribute it easily and quickly throughout your organisation, wherever your staff may be.

Free White Paper

The concept of the paperless office was formed some time ago, however, it has taken a while for the majority of companies to get on board. In this white paper, we explore the many benefits associated with making the digital switch.

In-house or outsourced digital mailroom solutions: The choice is yours

We are speaking to a growing number of organisations who are looking to deploy an outsourced digital mailroom solution to manage post and cut down on administration costs. By delivering electronic copies of inbound mail directly to the desktop of the user, you can save time and money and lower instances of lost items of mail.

You may wish to manage your mailroom services internally, due to the sensitivity of the data – if this is the case, we can provide the skills and technology required to deliver an integrated digital mailroom automation and management solution with complete control and training.

Digital Mailroom solutions from Dajon

Our digital mailroom solutions provide a complete service; combining our core competencies of workflow management, document management, document storage, digital scanning, data capture and data security to deliver a comprehensive solution.

As an example, you can redirect your mail to us for digitisation. The digitised mail can then be distributed easily and quickly throughout your organisation. So wherever your staff are working, they can have access to the mail.

Key benefits of our Digital Mailroom service

  • Increased efficiency and improved delivery cycle by eradicating lengthy manual mail processes.
  • Scanning process BS10008 accredited for legal admissibility.
  • More flexibility in working practices, homeworking etc.
  • Reduced admin overheads and need for storage space.
  • Significantly lower cost of handling each mail item.
  • A full audit trail for all communications.
  • Improved customer service and experience.
  • Helps to boost green credentials.

Digital Mailroom for Property Management

Recent Project

Dajon helped a a well-established London Property Management company reduce their operational administration and storage costs with the judicious application of outsourced digital mailroom services.

Digital Mailroom management services

We can act as a central hub for the delivery of all of your inbound mail, effectively becoming your PO Box and taking on the role of mailroom management.

Our simple 4 stage process:

  1. Paper processing
  2. Scanning and data processing
  3. Digital mail delivery and data capture
  4. Storage and destruction

The digital mailroom solution starts with the automated opening and logging of all envelopes and the preparation of mail for scanning. Our specialist automated equipment enables us to deal with large quantities of envelopes, in all shapes and sizes. The documents are then prepared for the scanning room via sorting into type (e.g. cheques can be scanned into the system, before sending on to the accounts department or bank for processing) and scanned in batches accordingly.

Once the mail has been logged, opened and sorted, the scanning phase begins. Using our OCR technology we can read key contents of the mail and categorise it, for example by:

  • Department
  • Addressee
  • Document type (e.g. invoice remittance, purchase order, contract, letter of compliance etc.)

The metadata for each document is then automatically added, using the data captured by the OCR process, ensuring that each piece of inbound mail has process-compliant data.

Mail automatically delivered to the right user or department

The key to delivering an economically viable digital mailroom solution is in the level of automation supported when scanning and processing the digital images within the mail. All documents are scanned into our document management system using high-speed production scanners and the workflow capability of our electronic document management system (EDMS). We can then deliver the mail to either individual work queues or departmental work queues for processing.

Our document management system can also interface with your in-house systems such as HR, accounts, order processing etc. Our file management system is browser-based and can be securely accessed over the Internet. You have the option to use the system purely for mail delivery and workflow, however, many of our existing clients also benefit from the reporting, audit/version control and general document management and search capabilities that can be applied to all company documents – including all common electronic formats.

Original documents can be held in storage

Our digital mailroom solution leverages our core investment in secure document storage facilities. Once scanned, the original documents can be held in storage for as long as your business needs dictate; based on the compliance and regulatory environment that you operate in. The originals can be retrieved if required and your storage boxes can be managed online.

Environmentally friendly document destruction

We offer secure disposal of envelopes and sensitive paper-based data and will dispose of all waste paper securely, destroying (by secure shredding) any commercially sensitive documents.

Environmental considerations are also paramount to us. Therefore we use the processed waste from the destruction process for recycling purposes.

Learn more about Digital Mailroom

Read about the hidden benefits of document management software in our blog