What are digital mail rooms and how do they work?

Switching to a digital mail offers the potential to save your business money and time, whilst improving efficiency and customer service. Our hybrid mail service, PDM-Post, is proving popular with many of our clients who are making the most benefits. However, if you’ve never used a digital mail room before, it can seem like a mystifying concept! With this in mind, we thought we’d give you an outline of how digital mail rooms work.

Inbound digital mail

All PDM-Post incoming mail is a system by which all inbound mail is delivered to our secure handling centre via a dedicated PO box. Once mail has been opened, the contents are digitised, eradicating the need for your staff to have to handle incoming mail at all, freeing up their time to spend on more important tasks.

The digitisation of incoming mail involves the scanning of each mail item as a separate documents. Once this process has taken place, the digital versions of your mail are then forwarded electronically to the relevant department. In addition, it’s possible to classify mail into different categories such as invoices, general correspondence or contracts.

It’s worth bearing in mind that after you’ve received your inbound digital mail, correspondence can be integrated into your systems and workflows using one of our digital document management systems.

Outbound hybrid mail

Outgoing correspondence is uploaded by the user to our fully secure PDM-Post portal and this is possible in a wide range of formats such as Microsoft Word or PDF. Documents/letters can be uploaded individually or en mass, taking the headache out of mass mailings/mailshots.

To reduce the amount of mail being returned as undeliverable, all postcodes are validated and you’ll receive confirmation of posting via the PDM-Post portal. In addition, you’ll also receive a notification of any items which haven’t been delivered.

The benefits of hybrid mail

Hybrid mail systems offer a range of benefits including savings on paper, stationery, printer ink and photocopying, whilst efficiency and customer service are improved. If you’d like to find out more about our hybrid mail service, please don’t hesitate to get in touch.