Digital Mailroom Automation & Management

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

We make mail management simple

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.

“Having used several different suppliers we have found Dajon to be the most efficient and reliable provider. Their commitment to continually providing high levels of service have been a real asset to our company.”
V. Huggins – Facilities Manager at The Allmond Partnership

75m+

Images Scanned

1,225+

Happy Customers

Years’ Experience

[1], and workflow automation is deployed to streamline processing and distribution of mail.

What is the benefit of digital mailroom?

The benefits of digital mailroom solutions are manifold. Firstly, digital mailroom services eliminate the need for manual handling and processing of physical mail. In so doing, reducing the risk of errors, delays, and documents going missing. Workflows can be streamlined, collaboration is improved, and there’s an enhancement in overall operational efficiency.

Additionally, employees could access mail remotely – anywhere with an Internet connection. So, not only does productivity go up, but flexible work arrangements are made possible without compromising mail management processes.

How does a digital mailbox work?

A digital mailbox functions as a centralised platform for receiving, managing, and accessing digital mail. When physical mail is received, it is digitised (scanned and OCR’d) thus converting the paper letters into searchable electronic files. The digital files are stored securely in the digital mailbox, available to authorised users.

Advanced functionalities include smart classification, routing, and workflow automation; seamlessly integrating into existing business processes. Users could receive notifications of new mail, collaborate on documents, and track mail delivery status in real-time.

Can you help with implementing a Digital Mailroom?

Absolutely! Digital mailroom services involve the digitisation of incoming mail, the the automation of the associated processes.

Basically, instead of physical mail being handled manually; we scan and leverage advanced technologies (such as optical character recognition (OCR)) to convert incoming mail into a digital format. Our users enjoy streamlined processing and efficient distribution to relevant recipients.

We have extensive experience, knowledge, and support relevant to digital mailrooms, and would love to speak with you about them!

1vw – 0.2rem) * 1.017), 2rem);”>Nationwide
Service

Get in Touch with Digital Mailroom Experts

Ready to start your digital transformation journey? Contact Dajon today for a free no-obligation consultation!

Brochure

Digital Mailroom Processing

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.

Download the Brochure

White Paper

Creating a Paperless Office

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.

Read the White Paper

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.

Proven Digital Transformation Project

Digital Mailroom for Property Management

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.

Read the Case Study

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:

Paper processing
Scanning and data processing
Digital mail delivery and data capture
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.

Security and Compliance

Your documents are protected at every stage of scanning, from collection to delivery. We’re certified to ISO 27001, ISO 9001 and ISO 14001, and we hold Cyber Essentials and NHS DSPT.

Find our certifications, data processing terms and security information in our Trust Centre.

Mail automatically delivered to the right user or department

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.

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.

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.

Talk to the Digital Mailroom Specialists

Ready to start your digital transformation journey? Contact Dajon today for a free no-obligation consultation!

Frequently Asked Questions

What is a mailroom management system?

A comprehensive software solution designed to streamline and automate mailroom operations within an organisation. Typically encompass a range of functionalities, including: Mail receipt and tracking, document scanning and digitisation, workflow automation, reporting & analytics.

Such systems optimise mail processing workflows, improve efficiency, and enhance mailroom productivity. By centralising mail management processes and providing visibility into mail status and delivery, organisations can better manage incoming mail volumes, process mail faster, and better distribute mail to their recipients.

How does a digital mailroom increase productivity?

By eliminating manual, paper-based processes and streamlining mail management workflows. Through digitisation, there’s a reduction in the time and effort required for mail sorting, distribution, and processing; which frees up valuable resources.

Furthermore, digital mailroom solutions enable faster and more efficient access to mail. So employees can retrieve and action mail quick and easy, even when out-and-about – improving response times, productivity, and general quality-of-life in the business.

Digital mailroom services are transformative – for small businesses and large enterprises alike. By leveraging advanced technologies, operations are optimised, costs are reduced, and a competitive advantage is gained.

What are digital mailroom services?

Ostensibly, the digitisation and automation of incoming mail processes within an organisation. Instead of physical post being manually sorted, distributed, and processed; it’s all done with digital files. PDFs instead of paper. Advanced document scanning technologies are implemented (e.g. optical character recognition (OCR[↩]