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Digital Mailroom

 

Hugh Symons’ Digital Mailroom service offers a cost effective, efficient and more secure alternative for processing daily post and delivers a strong return on investment in a short space of time:

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• Reduces the time to deliver mail to the relevant business application or employee

• Improved compliance through tighter control of data, including access rights and auditing

• Supports remote and hybrid working

• Automated workflow minimises the risk of human error

• Each mail item is tracked at every stage and will never be ‘lost’ or ‘mislaid’

• Post can be electronically delivered to multiple geographical locations efficiently

• Better customer service through improved access to data

• Digital Mailroom can be integrated into existing back office systems

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Hugh Symons’ processes are fully GDPR compliant, and our Digital Mailroom service is simple to get up and running, without any requirement to install software on client networks.

 

How the Digital Mailroom Service Works

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Receipt of Mail

 

Mail is re-directed to Hugh Symons' police approved scanning and processing facility which is ideally located next to the local Royal Mail Sorting Office.

 

Scanning & Data Processing

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​Highly trained and security-cleared staff prepare and scan mail using high-speed production-scale scanners.

Barcode technology tracks each mail item through scanning and data processing, and OCR technology captures data, analyses and classifies document types.

Mail can be prioritised and categorised (i.e. as confidential) using data processing technologies.

Exceptions are identified quickly and dealt with efficiently, and rigorous quality control checks take place before digitised mail or data is ready for delivery to the customer.

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Mail Delivery to Customer

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There are a number of options for the delivery of digitised mail:

• Digitised mail or data captured from documents can be integrated into existing client back office systems to be delivered to individuals / departments.

• Digitised mail or data captured from documents is stored in a secure cloud location and downloaded by individuals / departments

• Digitised mail or data captured from documents can be supplied via Secure File Transfer Protocol (SFTP) for the customer to manage onward distribution within their organisation.

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Return, Storage and Destruction

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Original documents can be stored, securely destroyed or forwarded / returned as required. Storage is provided at Hugh Symons' Police Approved Secure Facility where mail has been scanned and processed.
 

Secure destruction is provided through a specialist security shredding and recycling partner that is an approved member of the British Security Industry Association and independently audited by UKSSA approved auditors.