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Digital Mailroom Services from Cleardata

Digital Mailroom Services

Cleardata's digital mailroom services provide an efficient outsourced mailroom scanning solution for UK companies. 

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 mailroom scanning service is provided from our secure UK scanning bureau. 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 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.

Digital Mailroom Services from Cleardata

Accredited and Trusted

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. Find out more...

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 capture around 120 pages per minute.
Our scanners offer OCR, OMR, barcode & document type ID recognition.
Cleardata uses intelligent data capture software to extract data from your inbound mail. The image and associated data is returned for import into your existing systems.
Mail can be indexed to meet your business needs. For example 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

Watch our Falcon Mailroom Scanning Technology In Action!

Get started with digital mailroom services!

Call 0800 046 8081 today, or contact our team.

Digital Mailroom Scanning Technology

Cleardata uses Opex Falcon 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

Cleadata's 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

    Becoming paperless & saving office space. Having your documents digitised allows your company to become paperless and also saves valuable office space by eliminating filing cabinets

  • Agile Modern Working

    With many businesses offering agile working solutions, colleagues working from home and remotely is common place. Outsourcing your mailroom allows staff to access inbound mail from any location, providing a flexible and efficient solution.

  • Reduced Costs

    Digitising and indexing your documents will save your business money in 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

    Ensuing 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 Cleardata's digital mailroom services.

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

  • Cleardata'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 Cleardata's digital mailroom, outbound print and distribution services to other organisations in the charity sector.

    Supporter Care Manager, Asthma + Lung UK

Why Choose Cleardata?

  • Accredited Digital Mailroom Services: Information security, cyber security  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

Case Studies

Check out our latest case studies...

Have any questions?

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

Cleardata will assist you in setting up a P.O. Box to divert your mail to our secure facility.
Cleardata utilises Opex Falcon Scanners, which offer envelope opening, preparation, high volume digitisation and sorting functionality for various document sizes.
Yes, Cleardata uses Kofax capture solutions to automatically capture, classify and sort data from incoming documentation.

Sustainability

Cleardata 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 helps 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 solar panel 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:-

Get started with your mailroom!

Call our team 0800 046 8081, or contact us to get the ball rolling.