Digital Mailroom & Virtual Post Room Services
Provide home office workers instant access to mail
What is a Digital Mailroom
Archive & Document Scanning’s Digital Managed Mailroom solution provides all the benefits of an outsourced, off-site facility dedicated to handling your organisation’s inbound mail and parcel deliveries.
By removing the need for on-site sorting, processing, and storage, the service helps relieve space pressures within your premises while reducing operational and staffing overheads.
Incoming post is securely received, digitised and indexed by ADS, allowing thousands of postal items to be processed efficiently each day. Once digitised, documents can be distributed electronically either to a central hub or directly to individual teams or users, ensuring faster access and improved internal workflows.
For physical assets received via parcel deliveries, ADS can securely store items off-site and arrange transfer back to your organisation on a schedule that suits your needs whether daily, weekly, or monthly.
Each item can be logged and supported with a photographic record, providing clear visibility and tracking from receipt to delivery.
All digital mail and images can be transferred directly to your organisation or stored within ADS’ secure, password-protected cloud environment, giving authorised users controlled access to mail items while maintaining high levels of security and confidentiality.
- Reduced space and operational costs: By outsourcing inbound mail handling, organisations can eliminate the need for on-site mailrooms, freeing up valuable space and reducing staffing and storage overheads.
- Faster and more efficient mail distribution: Mail is digitised and indexed on receipt, allowing documents to be distributed electronically to the right teams or individuals without delays.
- Improved visibility and control: Digital mailroom services provide a clear record of incoming mail and parcels, including photographic evidence, giving organisations better tracking and accountability.
- Secure handling of mail and physical assets: Sensitive mail and parcels are processed in a controlled environment, with secure storage and flexible delivery options to ensure items are transferred only when needed.
Key Benefits of a Digital Mailroom
A digital mailroom also supports more agile and resilient ways of working by ensuring important correspondence is received, logged, and distributed digitally without reliance on physical presence. This reduces delays caused by remote or hybrid working, improves business continuity, and ensures critical documents and communications reach the right people quickly, even during periods of disruption.
ADS can digitise and index the thousands of postal items received daily and ensure all these paper documents that would normally arrive at your organisation are digitally distributed either to a central hub or to the individual.
Reduce physical storage costs
Improve staff efficiency
Access files instantly
Enhance compliance and security
Protect documents from damage or loss
No more lost files. No more delays. Just instant access when you need it.
Contact us today and let’s make document access stress-free!
Why Choose Archive & Document Scanning
We prioritise providing you with the personal attention and support you need to handle sensitive documents with ease.
We understand the importance of peace of mind and are dedicated to offering you the support and service you need.
Security & GDPR Compliance
All documents are handled securely and in line with GDPR requirements. Our processes ensure confidentiality, data integrity, and full chain-of-custody tracking.
Fast Turnaround
Boxes are stored on customer-dedicated steel racking. Pre-scanned checks are performed including the removal of paper clips staples and bindings.
Easy Access
Archive & Document Scanning Ltd offers clients a cloud based storage service via your own portal on our website allowing secure access to your documents at multiple locations anywhere in the world at any time.
Let us help you streamline your document management process and take the stress off your shoulders.
Contact us today to learn more about how we can help.
Industries We Support
Legal Firms
We support law firms by securely digitising case files and legal archives, making documents easy to access while supporting confidentiality and compliance requirements.
Medical Practices
We help medical practices and healthcare providers digitise patient records, improving information accessibility while maintaining strict data protection standards.
Financial Services
We work with financial and accounting firms to convert paper records into secure digital files, supporting regulatory compliance and efficient record management.
Education Providers
We assist schools, colleges and universities in digitising student records and administrative documents to reduce storage costs and improve information retrieval.
Public Sector Orgs.
We support public sector organisations by digitising large volumes of legacy records, helping improve accessibility, security and long-term document management.
Dental Practices
We help dental practices securely digitise patient records and clinical documentation, enabling faster access to information while supporting data protection obligations.
Connected Services
On-Site Document Scanning
Off-Site Document Scanning
Book Scanning
Cloud Storage
Digital Mailroom
Sort, File & Box
Document Shredding
Document Storage
Digital Mailroom FAQs
What types of mail can be handled through a digital mailroom?
A digital mailroom can process standard post, confidential documents, and parcel deliveries, with each item securely logged, digitised, and indexed on receipt.
How quickly is mail processed and made available?
Mail is typically processed on the day it is received, allowing digital copies to be distributed quickly to the relevant teams or individuals.
Is sensitive or confidential mail handled securely?
Yes, all mail is handled within secure facilities and processed using controlled procedures to protect confidentiality and maintain data security.
Can physical mail or parcels be returned if needed?
Yes, physical items can be securely stored and transferred back to your organisation on a schedule that suits your operational requirements.
Need Help Choosing the Right Scanning Solution?
Get in touch with ADS for expert advice and a free, no-obligation quote or take the first step by downloading our free buyer’s guide.
