SPS provides secure marketing document management services designed to help marketing departments, agencies, communications teams and creative organisations manage information more efficiently.
Marketing teams generate and manage large volumes of documentation every day, including campaign records, creative approvals, contracts, brand assets, supplier agreements, market research, event documentation and compliance records. Without effective document management processes, valuable information can become difficult to locate, costly to store and vulnerable to loss or duplication.
Our marketing document management solutions combine marketing document scanning, secure marketing document storage, cloud-based document management and automated workflows to help organisations improve efficiency, strengthen information security and support regulatory compliance.
Operating from secure UK facilities and accredited to ISO 27001, ISO9001 and Cyber Essentials Plus standards, SPS helps marketing organisations digitise, manage and protect critical business information throughout its lifecycle.
Accredited and Trusted
Marketing Document Management Services & Solutions
SPS provides a complete range of services to support the document management requirements of marketing organisations and in-house marketing teams.
Marketing Document Scanning
Our marketing document scanning services convert paper-based records into searchable digital files. Documents can be OCR processed and indexed using campaign references, client names, project codes, suppliers or dates, enabling fast retrieval and reducing time spent searching for information.
Marketing Document Storage
Our secure marketing document storage service provides offsite storage for archived marketing records, historical campaign materials, contracts and business documentation. Records are securely tracked, managed and available through rapid retrieval services whenever required.
Cloud Document Management
Access marketing documentation securely from any location using Cleardox EDM, our cloud-based document management platform. Authorised users can quickly search, retrieve and share information while maintaining complete audit trails and access controls.
Digital Mailroom Services
Marketing teams often receive contracts, supplier documentation, event registrations and correspondence from multiple sources. Our digital mailroom services capture, process and distribute incoming documents electronically, helping teams work faster and more efficiently.
Automated Document Processing
Reduce manual administration by automatically extracting data from forms, contracts, supplier paperwork and campaign documentation using intelligent document processing and AI-powered automation.
Challenges Faced - Marketing Sector
High Document Volumes
Large volumes of both inbound and outbound paperwork need to be managed, printed and processed.
Space
High volumes of paperwork require a significant amount of storage, which can be costly and inconvenient.
Data processing
Data cleansing handling can use up valuable resources, such as mail returns and getaways following campaigns.
Data security
It’s crucial to ensure security and protection of marketing documentation to avoid fines and data protection breaches.
Document accessibility
Making sure all departments and team members have quick and easy access to documents.
Brand Governance
Maintaining accurate and up-to-date versions of brand assets, marketing collateral and campaign materials is essential for consistency and compliance.
Use of time
It can be costly to print and distribute information for campaigns, letters and surveys. It can also occupy a lot of administrative time.
Resource management
Staff resource levels need to be managed effectively to deal with peaks and troughs during marketing campaigns.
Types of Documentation
-
Surveys
-
Promotional campaigns
-
Letters
-
Case studies
-
Creative briefs
-
Reporting & analytics
-
Customer data
-
Plans & marketing strategies
-
Supplier documents
How SPS services can help your marketing company
Save time, increase efficiencies and improve compliance
Document Scanning
We offer high-volume document scanning services that convert paperwork into digital formats. We ensure quality, accuracy and efficiency with our advanced scanning technology.
Inbound Mailroom
SPS can handle incoming mail, converting physical mail into a digital format for easy management and distribution using our digital mailroom services. This enhances efficiency and allows marketing teams to focus on their core activities.
Outbound print & mailroom
SPS’s outbound print and mailroom service allows for promotional materials, letters or surveys to be printed and distributed. We can add barcodes to your outbound mail to identify and automatically capture data from inbound documents upon their return.
Data entry, cleansing & processing
We have a team of IT professionals and processors who provide data cleansing, data entry and validation. We can also cleanse your database for mailing returns and goneaways. For instance, we use the PAF database to validate addresses.
Secure storage
Store records off-site and digitally retrieve documents as and when needed with our secure archive storage service. Our facilities have 24-hour CCTV monitoring, secure perimeter fencing and are protected by biometric entry systems. This ensures seamless security for sensitive marketing records.
Cloud document management
Digitised paperwork can be stored in Cleardox EDM, our cloud document management system. It includes a full audit trail, search capability and flexible access to documents from anywhere at any time.
Trusted by 10,000+ Companies
Marketing Document Management - The Benefits
Why Choose SPS for Your Marketing Document Management?
Compliance: We can help your marketing agency meet legal requirements and deadlines with compliant document management solutions
Efficiency: Improve efficiency and focus on core marketing activities when you outsource document handling to SPS
Customer Trust: Build trust with your clients, maintain your reputation and ensure professional and secure handling of documents with SPS
Case Studies
Read more about our services, check out our latest case studies.
We've got all the answers!
Check out our frequently asked questions to find out more about our scanning and digitisation process for the marketing sector. If you need any more help, please call 0800 046 8081.
Our team will be happy to help.
Marketing Sector
How can we help?
View our services below to find out how we can help.
Get in touch to get started!
Call our team 0800 046 8081, or contact us.
We'll be happy to help.