SERVICES

Digital Mailroom Services

Storetec’s Digital Mailroom Service digitises incoming mail, so you can enjoy real-time access, automated classification, and seamless integration with workflows, enhancing efficiency and reducing manual handling and paper use.
01.
COLLECTION
We can set up a dedicated PO box on your behalf, schedule regular collections from your office or storage facility, or receive email attachments to a central inbox, e.g., yourcompany@storetec.net, automatically uploading to MDI Cloud.
02.
PREPERATION
All mail is manually prepared by hand by our dedicated team of operatives, including separating letters from their envelopes and removing staples, paperclips, or any obstructions that could jam the scanner.
03.
SCAN AND CLASSIFICATION
After digitisation, visual classification logic will look at the structure of the mail and decide what it is to be classified as, or OCR technology is applied to look for keywords in the mail to determine the appropriate workflow for each item.
04.
DELIVERY
Your information is stored in our cloud-based document management system, MDI Cloud, which can only be accessed by authorised users, managed by your designated super-users. Alternatively, the data can be securely transferred back to you.

Benefits of Outsourcing Digital Mailrooms

Efficient Process
A digital mailroom streamlines your mail process by automating data extraction and routing tasks, resulting in faster turnaround times, as opposed to the time-consuming process of manual handling.
Remote Working
Employees are free to work remotely whilst we handle all your mail, making it accessible from remote working locations, while remaining secure and protected against data breaches.
Reduced Costs
Without the need for a physical mailroom and employees to run it, operational cost savings can be made immediately by outsourcing your mail process.
Enhanced Visibility
Review mail entering the business in real time. Tracking features allow you to monitor the flow of documents, providing an audit trail of who accessed or modified each document and when.
Greater Accessibility
Mail is processed immediately upon receipt, and digital copies are available within the same business day, improving overall workflow and decision-making processes, ensuring continuity of operations.
Security and Compliance
Digital mail can be encrypted and access controlled to protect sensitive information. MDI Cloud can facilitate compliance with data protection regulations and document retention policies.
STORETEC

Data Capture Technology

01. OPTICAL CHARACTER RECOGNITION (OCR)
02. INTELLIGENT CHARACTER RECOGNITION (ICR)
03. OPTICAL MARK RECOGNITION (OMR)
01. OPTICAL CHARACTER RECOGNITION (OCR)
OCR is the recognition of printed or written text characters by a computer. OCR engines will break down any potential letter shapes, character-by-character, analyse the electronic image, and then translate the character image into text characters. The result is a string of characters and spaces, matched from the database of different font characters held within the OCR software.
Interested in the technology we use?
At Storetec, we leverage cutting-edge solutions to ensure accuracy and efficiency. Discover more about our advanced facilities and technology below.
About Our Facilities and Technology
02. INTELLIGENT CHARACTER RECOGNITION (ICR)
ICR is a more advanced form of OCR and can involve multiple OCR engines providing a higher level of accuracy. It can also be used to capture some handwritten information, especially on forms where the location, size and format of information can be restricted. ICR is also used in reading barcodes such as QR codes and is used in systems which employ artificial intelligence or machine learning.
Interested in the technology we use?
At Storetec, we leverage cutting-edge solutions to ensure accuracy and efficiency. Discover more about our advanced facilities and technology below.
About Our Facilities and Technology
03. OPTICAL MARK RECOGNITION (OMR)
OMR automates data capture from human-marked documents, like surveys and tests, by reading marks made in predefined areas. It's widely used for efficient data collection.
Interested in the technology we use?
At Storetec, we leverage cutting-edge solutions to ensure accuracy and efficiency. Discover more about our advanced facilities and technology below.
About Our Facilities and Technology
04. ARTIFICIAL INTELLIGENCE
We can capture key data from your invoices and input it directly into your finance system for a complete end-to-end solution.
Invoice Processing
Want to learn more?
Explore our Invoice Processing page to learn more about how we can help you streamline your invoice processing.
Read More
FAQS

Frequently Asked Questions

  • Why Storetec?

    We pride ourselves on our certified approach, conducting regular audits to meet ISO, BS10008, and Cyber Essentials Plus requirements. Our experienced team, with a solution-focused culture, ensure the best outcomes for our clients. Our state-of-the-art facilities and cutting-edge equipment enable tailored, efficient solutions. These combined have earned us the title of BPO/Outsourcing/Bureau Business of the Year at the Document Manager Awards for the past nine years, showcasing our dedication to excellence.

  • What is a digital mailroom?

    Digital mailroom replaces the traditional method of manually handling and processing mail with a technology driven approach. This relieves the burden on the recipient company, saves money, and drives efficiency.

  • How does a digital mailroom work?

    Instead of receiving hardcopy mail, inbound mail is diverted directly to Storetec for secure receipt, digitisation, and processing in line with the existing requirements. Our technology enhances the process – you’ll never have to roam from office to office looking for that lost mail.
    Once the necessary processing has taken place, the digitised mail items are routed to the relevant teams for action, without the requirement for ever handling any paper mail.

  • Why should my organisation consider a digital mailroom?
  • Can digital mailroom services be customised to specific business needs?

    Yes, at Storetec we understand that every client’s needs are unique. We build the digital mailroom process around your bespoke requirements. If you have specific questions or require more detailed information get in touch for personalised guidance.

  • Can digital mailroom services integrate with our existing systems?

    Yes, our digital mailroom solution offers integration capabilities to seamlessly connect with many organisations’ existing document management, ERP, CRM, or workflow systems.

  • What types of documents can be managed in a digital mailroom?

    Our digital mailroom solution can handle a wide range of documents, including letters, invoices, contracts, and packages. We are also capable of digitising and managing various document formats.

  • Is training required to use a digital mailroom system?

    MDI Cloud is user-friendly, but we will provide training and support if required to ensure that your team can efficiently manage and utilise the system.

  • What are the cost considerations for digital mailroom services?

    The cost of digital mailroom services depends on factors such as the volume of incoming mail, the complexity of your mail processing needs, and the level of automation required. Please get in touch to request a customised quote.

THE PERFECT DIGITAL MAIL MANAGEMENT SOLUTION

Looking for a secure place to manage your scanned mail?

MDI Cloud document and content management system offers the perfect solution to handling your digital / digitised mail. The built-in workflow capabilities, alongside the robust security and backup mechanisms, provide an all-in-one solution to accessing and processing your mail whilst always ensuring security and integrity of your data. Storetec can also facilitate upload or import into any other third-party system, ensuring that your digitised mail and associated metadata can be incorporated into any existing corporate system that your business is running.
End-to-end encryption
Permission controls
Cyber security penetration testing
E-Signature integration
Workflow automation capability
MDI CLOUD

WE BELIEVE OUR AWARDS ARE A TESTAMENT TO THE QUALITY SERVICES WE PROVIDE OUR CLIENTS.

Over the years we’ve been nominated for and won numerous awards at the annual Document Manager Awards Ceremony including BPO/Outsourcing/Bureau Business of the Year for nine years, and Storage Product of the Year in 2023.
ACROSS THE UK

PO Box Management

We can set up and manage a dedicated PO box for your organisation. This ensures that post from your suppliers, customers and associates will be redirected to Storetec, enabling faster, more efficient digital mailroom operations.

Large cabinet

20,000 images

4 drawer cabinet

12,000 images

3 drawer cabinet

9,000 images

Archive box

1,800 images

Books

Number of pages

Files

100 images

Lever arch files

500 images

Large format

Singular

Aperture cards

Singular

Microfilm

Number of reels

Microfiche

Number of slides

Done