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Why business owners must invest in a digital mailroom

Why businesses should invest in a digital mailroom and the benefits.

For busy organisations, it can be extremely difficult to juggle the large amounts of incoming post – even when there is a dedicated team in place. But thanks to technology, they don’t have to struggle any more if they implement a digital mailroom.

Although the term ‘digital mailroom’ may sound scary, it is actually relatively simple. A digital mailroom is the automation of incoming mail processes. It uses document scanning and capture technology to digitise incoming mail in order to automate, and consequently streamline, the organisation and delivery of mail within a business. Not only can this cut down on time wasted, but can also help to cut down on the unnecessary costs of hiring and training extra staff.

So how can a digital mailroom help my business?

Digital mailrooms can improve efficiency

Employees will receive their mail digitally and fully indexed to their own individual email inbox every day. This allows them to view, edit, action or share it at the click of a button, allowing them to quickly get back to what they were doing to begin with.

Digital mailrooms offer increased space savings

As you won’t need to store large amounts of mail, you won't need a dedicated room for sorting through mail or somewhere to store filing cabinets full of the documents.

Digital mailrooms cut down on worries

A lot of things come through physical mail. Whether it be mass adverts and booklets or sensitive documents such as invoices and cheques, a digital mailroom means you don’t need to worry about it getting lost or falling into the wrong hands. All incoming mail will be sorted, scanned, indexed and sent directly to the correct inboxes without a second thought.

What about safety and security?

Did you know that digital documents can actually provide a more secure system? Storing paper copies of files leaves them open to loss, theft and damage, whereas storing them digitally instead can prevent this. File encryptions and password protections can keep documents safe so they cannot be accessed by anyone who doesn't have permission. Digital documents also come with the added bonus of being able to be backed up by cloud platforms which can prevent the loss or damage of all important data.

How much does a digital mailroom cost to implement?

This is a common question, but thankfully one that has a welcome answer. Thanks to digital mailrooms becoming more widely used, the costs of the services have decreased considerably. Helping to open them up to a wider range of companies, it means that even smaller businesses or companies on a tight budget, can still reap the digital mailroom rewards.

Do you want to give the digital mailroom a try? Get in touch with us today and find out how our sophisticated system can bring all of the above benefits you your business.

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What Is a Digital Mailroom?

Digital Mailroom


The contemporary world of business relies largely on technology to streamline everyday internal operations. Digital mailrooms are at the forefront of this trend, with cutting edge technologies used to transform the traditional mail management into a fast and efficient process.

But what exactly are digital mailrooms and how can they help your business save both time and money? Read on as we define the concept, and explore the benefits a digital mailroom could have for your business.

The basics

As the name suggests, a digital mailroom is essentially an electronic version of your tangible postal correspondence. Using sophisticated document scanning and image capture technologies companies can digitalise incoming mail, automate the classification process and systematically deliver it to relevant recipients.

Modernising your business

Today, business growth and the rise of mobile workforces has led to the exponential growth of corporate mail. On average, a medium sized company processes around 100,000 pieces of mail a month, with documents distributed to over 200 different departments. Digital mailrooms bring an efficient electronic edge to managing the huge influx of mail that’s received on a daily basis.

Slash operational costs

Far too many businesses waste time and money on processing mail, filing documents and tracking down content. Digitalised mail rooms take the hassle out of post management by storing all content in electronic form. Staff can then use keywords to search for, locate and send digital mail, at their fingertips.

Backing up files

From unavoidable incidents such as file and theft to simple human errors that result in mail becoming lost or misplaced, traditional post handling services simply don’t offer businesses the total peace of mind that all documents will be 100% accessible on demand. As well as bringing a huge amount of convenience to the mail management process digital mailrooms also ensure that companies comply with legal obligations to retain certain documents. This includes legal obligations to archive documents such as accounting records, staff contracts and so on.

Save paper (and the environment!)

When all mail is digitalised it eliminates the need for staff to photocopy and reprint documents. Instead they can simply search the database to bring up the relevant document, then refer to it on a computer screen or email it to a recipient. This is guaranteed to save businesses money on paper spends, as well as boost eco-friendly credentials.

Think your business could benefit from a digital mailroom? Get in touch with the Pearl Scan team today to discuss the solutions on offer for businesses just like yours.

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Solutions for Better Document Security

hard copy storage
Looking to secure your documents but all out of ideas? Here’s a solution which will offer you great security for important information.

As a nation, we have a sort of nostalgic love for paper. Nothing quite beats the feeling of a crisp piece of paper or the smell of a new book. With all of this gushing over paper, we often lose sight of its major disadvantages like the fact that it is easily lost, stolen or damaged. For this reason, it is curious that companies still insist on storing sensitive and important information in this way.

So is there a better solution?

Of course there is!

Document Scanningdocument security

Scanning and digitising documents offers the opportunity to store files digitally in secure document management systems. Files can be indexed and OCR software applied, to make them easy to find when needed but, to ensure that only the relevant people can view the digital documents, they can be encrypted and password protected. Imagine someone broke into your office with files stored in hard copy in filing cabinets, folders and boxes. How long do you think it would take them to steal vital information about your clients and the company itself? My bet is, not very long. They could be away with that information before your alarms have even been triggered. On the other hand, if you store your information digitally, in encrypted files with passwords to protect them, anyone who breaks in would have a difficult time trying to steal them before someone discovers them.

Misconceptions About Digital Document Storage

With the recent news about companies such as tech giant Sony being hacked with devastating consequences, many people are skeptical about digital file storage. I recently wrote an article addressing this skepticism and looking at what we can take from the hacking news but, in short, storing files digitally still is the safest way to store files, if done correctly. So don’t use easily hacked passwords and update security systems are just a few tips we are advised to follow to ensure important information isn’t stolen. If you follow them, your documents will be safe from loss, damage and theft.


Document Scanning Services

Scanning services like us here at Pearl Scan can scan your documents to help you benefit from increased security. Our service can be tailored to suit the needs of each individual client with a wide choice of digital formats and delivery methods for you to choose from. We handle to entire process from collection and scanning to delivery of your digital documents and secure shredding and disposal of the originals. If you would like some more information about how we scan documents and the other benefits for you and your company, give us a call or check out our website.


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Document Scanning by Pearl Scan

The Scan-do Peopletm

For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

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Why choose Pearl Scan

Document scanning | Audits

We are backed up by external quality and security audits. Our operations have been audited and approved by many NHS, Local Authorities, Private blue chip companies and we pride ourselves on the high levels of quality and security we provide to each and every one of our clients.

Our data capture and document scanning services offered in London are accredited to industry standards.