Digital Mailroom

Our digital mailroom enables all incoming paper documents to be received centrally, captured digitally, identified, sorted and sent with the relevant index data to the appropriate people, systems and processes.

Call Now: 0151 638 6000 for an instant quote.

THE BENEFITS OF A DIGITAL MAILROOM

If you have been considering the benefits of a digital mailroom, you’re not alone. Perhaps your competitors already use one. The recent need for flexible working during the global pandemic has put pressure on physical mailroom teams to efficiently deliver mail to employees across multiple locations.

At Cull, our digital mailroom enables all incoming paper documents to be received centrally, captured digitally, identified, sorted and stored and then sent with the relevant index data to the appropriate people, systems and processes.

Digitising and automating the process removes time-wasting manual work and data compliance risks, whilst at the same time, driving up customer and employee retention and satisfaction.

The benefits of a Digital Mailroom

  • Reduced costs – Your revenue-generating employees no longer have to waste time searching for and processing paper-based data. Their time is freed up to focus on what really matters.
  • Increased productivity – Your employees can instantly access the information they need, giving your business a competitive edge and keeping customers and suppliers content.
  • Increased control – Confidential and urgent documents can be dealt with quickly, efficiently and appropriately 100% of the time.
  • Improved compliance – You will always be compliant with data protection legislation, industry specific legal standards and contractual obligations.
  • Improved flexibility – Your workforce can efficiently deliver across multiple locations, whether home or office-based.

By working with Cull, you’ll be ensuring that your new electronic mailroom environment works exactly as you need it to and you’ll be benefiting from over 30 years of experience in electronic document management, scanning and business process management.

So whether you’re completely new to digital mailrooms or have an established system, get in touch to find out how we can help you today.

Request a Quotation

We’ll use the information you submit to contact you regarding your enquiry but we’ll never share your information with a third party.

The Digital Mailroom Process

Here’s how it works in 3 simple steps:

1. We redirect your mail to our digital transformation centre. Your paper documents arrive at Cull and are immediately prepared and scanned into the system.

2. Intelligent capture software identifies the document type and checks for quality and all relevant metadata.

3. Indexed and then automatically forwarded to the relevant business systems and workflow processes, the system is complete. All data can then be archived according to compliance requirements.

Ready to get started? Get your free quote now.

CALL US ON 0151 638 6000 FOR AN INSTANT QUOTE

WHY CHOOSE CULL PAPERLESS?

SCANNING SERVICE EXPERTS

With over 250 years combined experience in document scanning and digitisation, you couldn’t be in better hands.

WE’RE SECURE & ACCREDITED

We’re ISO accredited and compliant with all British Standards for document and data management.

WE HANDLE WITH CARE

Your documents will never go through third party hands, they will be with our experts from start to finish.

WE VALUE YOU

Our customers are at the heart of everything we do. Keeping you happy, keeps us happy.

UNBEATABLE QUALITY STANDARDS

We pride ourselves on the accuracy and quality of the work we do. You won’t find better.

INDUSTRY-LEADING TECHNOLOGY

State-of-the-art Optical Character Recognition and Kodak scanners ensure we provide the highest standard of scanning services.

Testimonials

Digital Mailroom FAQs

A digital mailroom centrally receives incoming paper documents, digitally captures the content, identifies, sorts and stores the mail before sending the relevant mail to the appropriate people, systems and processes.

Digitising and automating the process removes time-wasting manual work and data compliance risks, whilst at the same time, driving up customer and employee retention and satisfaction.

A Digital Mailroom is not a one size fits all solution as all business needs differ. Here at Cull, we provide a full consultation to design the perfect mailroom solution that is bespoke to your needs. Our clients see a return on investment within the first few months and an instant improvement in operational efficiencies and customer response times.

Cull’s ISO-certified document scanning process converts your post into secure and easily accessible digital files. So you can say goodbye to your filing cabinets and hello to more office space, more efficiency, and more time.

Document scanning is the process of capturing and converting paper documents into a digital format via a document scanner. Document scanning is also commonly referred to as document conversion or document imaging.

The cost is dependent on the volume of post, the level of indexing whether you have any special requirements for us to take into account. Have a chat with one of the team today to find out more.

The timings are dependent on the volumes of paper documents that you have to be scanned, and whether you have any special requirements for us to take into account. Have a chat with one of the team today to find out more.

Of course. We can set up a mailroom process using your mail for an agreed period of time so that you can see the benefits of using our system. We will work with you so that you get the best from an outsourced mailroom for your business.

Scanned documents can be legal if processes are managed properly. The British Standards Institute has produced guidelines for the conversion and management of scanned images: BIP0008 and BIP0009. When these guidelines are followed the whole scanning process is strictly managed and audited meaning that we can confidently state who scanned which document and even what time, it is this level of detail that a court will require when declaring a document legally admissible. Simply scanning to PDF from your office scanner or multi-function device is not enough.

Once scanned it is also important that access to documents is properly controlled so that no change to the original scanned image is possible, and in some cases, it is necessary to prevent unauthorised persons from viewing the said records.

All solutions and services offered by Cull comply fully with BIP0008, BIP0009 and PD0010.

Yes, all documents are fully searchable. Via Optical Character Recognition, you can search text within each document giving you the ability to find a single page in seconds.

We’ll return your paper files to you, or, if you no longer need them, we will keep them in our care for 3 months. After that, they will be securely shredded and the paper pulped and bleached for recycling.

Yes. Document Digitisation keeps your data safe and secure and can allow you to drastically cut your carbon footprint. By removing the need to use paper in daily processes, Digitisation helps to provide a sustainable solution for managing your communications. Read more here

Yes. If you leave your original paper documents with us, we’ll keep them for 3 months and then they will be securely shredded and the paper pulped and bleached for recycling.

We’re fully ISO accredited and compliant with all British Standards for document and data management. Your documents are in very safe hands and won’t go through any third-parties. They’ll be with our expert team from start to finish.

The benefits vary from industry to industry, but there are five that our clients constantly relay to us:

  1. Space savings – Transitioning paper documents to digital means that most standard business records can simply be destroyed meaning you no longer need space for filing cabinets.
  2. Time savings – Digitising your documents gives you the ability to find the document you are looking for almost instantly. By reducing the time taken to file, retrieve and refile documents you and your staff will have more time to spend on more pressing tasks.
  3. Compliance – Legislation and regulations from bodies such as the Inland Revenue, FSA and even clients, put pressure on organisations to manage and maintain their file stores in an effective manner. Having a disorganised filing system will lead to penalties being levied on your company. Digital document management will keep your filing in order and enforce filing criteria giving your firm more control and confidence in the system it operates ultimately aiding in compliance.
  4. Disaster Recovery – With the risk of fire, flood or malicious damage ever present risk reduction is always high on our agendas. By storing documents digitally they will be backed up within your standard backup routines and copies can easily be created for offsite storage.
  5. Money savings – All of the above ultimately amount to money savings in one way or another. Office space costs money, employees and their time costs money, failure to comply will cost you a fine and a disaster that destroys all your paperwork could even destroy your business.

 

Additionally, your business will benefit from:

  • Allowing your teams to work remotely
  • Increasing productivity 
  • Improving response times
  • Improving customer service 
  • Instantly searchable and accessible files
  • Working towards achieving a paperless environment.

No, we put a postal redirect in place so that your post is redirected through to our digital transformation centre.

No. Once they have been delivered by Royal Mail, your documents will never go through third party hands, they will be with our experts from start to finish.

Simply give us a call or drop us an email. You’ll be on first name terms with one of our team who will handle your project from start to finish.

Accreditations & Certification

CALL US ON 0151 638 6000 FOR AN INSTANT QUOTE