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Mailroom Scanning

If your business is looking to improve agile working, accelerate inbound document processing, improve customer service levels or meet key SLA's, consider our efficient service.

Our digital mailroom scanning service is provided from our secure UK document scanning bureau. SPS, formerly Cleardata, has invested in a fleet of Opex Falcon Scanners which offer automatic envelope opening, sorting and scanning in one pass.

We can set up your mailroom quickly and easily in a few simple steps:-

  • Our team will work with you to look at your existing mail processes and create a digital process to meet your needs.

  • A specification is agreed which includes SLA's, scanning requirements, types of mail, departments, data capture, sorting & classification, workflow, data return and exceptions management.

  • A test batch(es) are processed.

  • Mail is diverted via PO Box to our facility.

Our secure digital mailroom facility is accredited for Information & Cyber Essentials Plus, with information fully tracked throughout the process. The company can handle both physical and digital incoming mail and has invested in advanced IT systems to route your data to the correct place.

Our cloud document management system, Cleardox EDM, provides fast access to your digitised mail from any location.

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Accredited and Trusted

ISO 22301 ISO 9001 Cyber Essentials Plus ISO 27001 Cyber Essentials BS 10008 BS EN 15713 NHS Digital

Our Digital Mailroom Process

Our digital mailroom process allows mail to be diverted to our secure facility for opening, sorting, scanning, data classification and return.

Incoming mail is diverted to our secure mailroom facility.

Mail is opened and sorted by type.

Documents are scanned using our Opex Falcon technology, which captures around 120 pages per minute.

Our scanners offer OCR, OMR, barcode & document type ID recognition.

SPS uses intelligent data capture software to extract data from your inbound mail. The image and associated data are returned for import into your existing systems.

Mail can be indexed to meet your business needs. For example, by name, claim reference number or supplier name. This allows mail to be searched and found quickly and easily.

Digitised mail can be returned by secure SFTP, uploaded to SharePoint or returned via our Cleardox EDM system.

We have workflow solutions available to automatically send your mail to the appropriate team or department for processing.

Trusted by 10,000+ Companies

Asthma + Lung UK Windsor Forest Colleges Group Warrington Borough Council SIMARC Property Management Limited NHS Horwich Farrelly Biffa

Watch our Falcon Mailroom Scanning Technology In Action!

Get started with digital mailroom services!

Call 0800 046 8081 today, or contact our team.

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Digital Mailroom Scanner

Digital Mailroom Scanning Technology

SPS uses Opex Falcon Digital Mailroom Scanning Technology. Features include:-

  • Falcon scanners handle a wide range of documents with limited prep required.

  • Capture up to 120 pages per minute at 300dpi.

  • The ability to drop-feed envelopes and have automatic envelope-opening functionality.

  • OCR, OMR, Barcode & Document Type ID Recognition.

Benefits

SPS's digital mailroom scanning services can help your business to go completely paperless, improve customer service and increase accuracy! Find out more about the benefits here:-

  • Go Paperless

    Digitising your incoming mail helps your business go completely paperless, reducing paper usage and freeing up valuable office space previously used for filing.

  • Agile Modern Working

    More and more businesses are offering agile working solutions, allowing staff to work from home or remotely. Outsourcing your mailroom allows staff to access inbound mail from any location in a flexible fashion.

  • Reduced Costs

    Digitising and indexing your documents will save your business money on paying employees to physically open, sort and distribute every piece of mail on-site. It also saves paper costs and storage fees.

  • Increase Process Times

    Increase the efficiency and time taken to open your mail. Improve SLA's and customer service.

  • Reduce Risk

    Ensuring your mail is handled efficiently can reduce your risk of missing customer or regulatory deadlines and avoid fines.

  • Full Audit Trail

    A full audit trail is provided by the user, time and date. In addition, relevant receipts are logged and scanned as part of the audit trail service.

  • Improve Accuracy

    Increase the accuracy of your incoming data by automatically extracting information; this can reduce manual errors.

Transform Your Incoming Mailroom

Many businesses process incoming mail in multiple offices and departments, which can be both costly and inefficient. If you're looking to streamline your mailroom process, improve customer service and meet key SLA's to avoid business fines, consider SPS's digital mailroom services.

Contact our team on 0800 046 8081 to find out more.

  • I've visited their bureau and was absolutely blown away by their efficiency and scope of operations. I've been really impressed by the services offered by SPS, and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • SPS's digital mailroom services have freed up a significant amount of time for Asthma + Lung UK.

    Supporter Care Manager, Asthma + Lung UK

  • We would recommend SPS's digital mailroom, outbound print and distribution services to other organisations in the charity sector.

    Supporter Care Manager, Asthma + Lung UK

Why Choose Cleardata

Why Choose Us?

  • Accredited Digital Mailroom Services: Information security, cybersecurity and quality management systems

  • Innovation and latest scanning technology: Our bureau features high-production Opex digital mailroom scanners, combined with intelligent data capture solutions

  • Quality promise: All images scanned are quality-checked by two separate operators

  • 11 million images scanned every month: we specialise in high-production, bulk digital mailroom scanning

Have any questions?

Review our FAQ's, or contact our team on 0800 046 8081; we'll be happy to help.

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Mailroom

A digital mailroom receives, scans and digitises physical mail securely as an outsourced service. Once in digital format, data can be automatically extracted and validated using intelligent data capture (IDC). IDC, combined with automated document processing solutions, allows key data to be extracted directly from any physical mail processed.

Yes, SPS uses Kofax capture solutions to automatically capture, classify and sort data from incoming documentation.

Yes, we can handle and bank cash as part of our mailroom service.

Our standard process for returning digital documents for our mailroom service is via our Cloud Electronic Document Management System. Documents can also be returned via secure file transfer for upload into your own systems.

Yes. Digital mailroom services reduce costs associated with labour, document storage and processing, thereby ensuring improvements to productivity and operational efficiency.

Yes. Through secure handling, controlled data access and audit trails, digital mailrooms support GDPR and regulatory compliance.

Yes. Digital mailroom is an adopted process for many organisations and sectors, including insurance, utilities, finance, healthcare and the public sector, to name a few.

Digital mailroom can process a wide range of high-volume business correspondence, such as forms, invoices, financial documents, HR applications, letters and insurance claims.

A digital mailroom transforms laborious, manual mail handling into a quick, secure and automated process. The fast digitisation of inbound data and data extraction enables businesses to reduce costs, meet regulatory and service deadlines, improve accuracy and ensure faster response times overall.

Hybrid mail services can be triggered straight from your desktop. Our secure hybrid mail portal allows you to upload documents and send them for printing and postage directly from your office at the touch of a button. Reduce manual handling and postage costs.

Hybrid mail services in the UK from us here at SPS will help UK businesses to do the following things: -Reduce postage costs -Reduce printing costs -Eliminate manual mailroom processes -Enhance compliance and data security -Scale mailings from single letters to bulk mail campaigns -Automate company communications Outsourcing hybrid mail solutions to SPS enables businesses to gain greater operational efficiency, alongside the maintenance of control over their own communications.

Yes. Hybrid mail services from SPS support variable data printing. This enables our clients to personalise each letter with addresses, names, reference numbers, account details and tailored messaging. This makes hybrid mail services an ideal solution for targeted direct mail campaigns and general customer communications.

Turnaround times will vary depending on the specification and volume of letters and documents that need to be processed. However, hybrid mail submissions are dealt with and processed promptly after receipt. For communications that are time-critical, a service level agreement can be agreed upon in order to meet specific company requirements.

Documents are diverted via PO Box to our secure bureau. Inbound physical mail is received, opened, scanned and classified accordingly. Automated solutions can be used to extract key information and data. Documents are then routed to the correct systems, teams or departments for action. This enables incoming documents to be classified and verified. As such, inbound mail information can be routed quickly and efficiently; a digital mailroom will improve speed, customer service, accuracy and compliance.

Yes, SPS can open, digitise and bank your cheques for you with a full audit trail.

SPS will assist you in setting up a P.O. Box to divert your mail to our secure facility.

SPS utilises Opex Falcon Scanners, which offer envelope opening, preparation, high-volume digitisation and sorting functionality for various document sizes.

Mail is scanned and available for access on the same day or the next day, depending on SLA requirements. This reduces turnaround times considerably when compared to manual handling and processing.

Yes. Digital mailrooms protect sensitive information by using controlled access, encrypted systems, audited processes and secure facilities.

Physical mail can be returned, stored or destroyed. This is done in line with agreed retention and compliance policies and in accordance with clients’ wishes.

The main reasons why businesses outsource inbound mail management are to go paperless, reduce costs, improve efficiency, ensure compliance and secure data processing. Digitising inbound mail and extracting data automatically can prevent delays that could impact the business, such as financial penalties due to missed SLA’s. Outsourced digital mailroom service providers use specialist scanning and automated document processing technology.

Hybrid mail is a printing and posting service that’s carried out securely and efficiently. It allows businesses to send physical mail without the need to print or post it manually. Instead, documents will be uploaded electronically to SPS’s hybrid mail platform. Our team will then handle the printing, enclosing and posting of those documents on your behalf. Hybrid mail services in the UK enable communications to be streamlined. It also helps to reduce manual labour and improve overall efficiency.

A hybrid mail solution handles confidential and sensitive information securely. Documents are processed within our ISO27001:2022-assured production environment. There are strict data protection procedures in place to ensure compliance throughout, from the initial upload right through to dispatch. This makes hybrid mail services suitable for even the most highly regulated sectors, including healthcare, legal services, utilities, finance and public sector organisations.

Hybrid mail services can be utilised to send a variety of business communications, such as the following: -Appointment letters -Invoices -Statements -Customer notifications -Legal correspondence -Bulk mail campaigns -Marketing letters -Policy documents Our hybrid mailing system can handle and automate one-off and recurring communications.

Hybrid mail services can reduce the need for consumables, postage stock, in-house printers and staff time needed to carry out mailing tasks. Consolidating postage and printing into one outsourced hybrid mail service in the UK ensures companies achieve measurable cost savings and improved operational efficiency.

SPS offers a range of UK postage options to suit delivery budget and timescale. This includes both standard and priority services. Our team can advise our clients on the most cost-effective and efficient solution based on urgency, format and volume.

Sustainability

SPS is committed to providing sustainable services throughout the UK. Our carbon reduction plan is in place with a pledge to Race to Zero, and we're working towards net zero by 2050, with a target of a 50% reduction in emissions by 2030. Our scan-on-demand services help reduce physical journeys and carbon footprint for file retrievals, with files retrieved, scanned and digitally delivered. Our North East facility features a 7.35kw, 32-panel solar system generating around 6000 KWH of electricity. 20% of our energy usage is from renewable sources.

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Digital Mailroom & Hybrid Mail Services

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What we do

We offer physical and digital document services and solutions with AI powered processing including:-

Digitisation Document Scanning Services Find out more Archive Secure Archive Storage Services Find out more Digital Mailroom Inbound & Outbound Digital Mailroom Services Find out more AI & Automation Automated Document Processing Services Find out more Document Management Cloud Document Management Solutions Find out more
Cleardata Team

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