virtual mailroom service

How to tame your paperwork with a virtual mailroom

Ever since the Covid pandemic began in 2020, businesses have had to adjust quickly to the 'new normal', digitising their entire working lives.

According to the latest research this lead to nearly 60 percent of UK adults working remotely during the first half of 2021.

Although it has come with complications, research shows that on average, this made UK businesses ten percent more productive. After all, thanks to cloud technology it's easy to work together online and in real-time.

However, when it comes to physical paperwork in the post, distribution to a disparate, remote workforce is more complicated.

But, with a virtual mailroom it doesn't have to be.


What is a virtual mailroom?

A virtual mailroom service collates, digitises, and delivers your mail with minimal fuss. It sorts, scans, and distributes mail to the named recipients via a secure workflow. It is particularly useful if your employees are working remotely. Other business benefits also include:

  • Reduced costs, as you no longer require physical space and staff to manually receive and sort mail. This means, you can save money by consolidating your office space or closing regional sites.
  • Reduced carbon footprint as this service uses less energy to deliver your mail.
  • Increased productivity, as you can process mail more easily when it's sent in digital format directly to your inbox.
  • Increased data security, as with digital copies you're less likely to suffer from loss or theft compared to physical media. Not only that, but you can track digital documents with a full audit trail.


Introducing Datatron's Virtual Mailroom Service

At Datatron, we have partnered with Royal Mail Services to ensure that you receive your important documents, no matter where you are. We can establish a postal diversion for your whole business, a single department, or an individual employee.

With careful scoping and planning, we create with you a rules-based system that ensures we send your documents to the right people. For example, you may tell us that, 'invoices go to the finance department, but send statements to Julie directly'. We'll codify that in the matrix, and make sure it happens every time.

Once we have received your physical mail, we sort, scan and distribute the documents. Sending them directly to the email address of each recipient. We do this every morning, so you always get that day's mail the same day it comes in.

In addition to this, you can appoint a 'postmaster' who can access all the digital mail, then review and redistribute as required. Not only that, if you receive non-paper items, like office equipment, we will contact the postmaster to decide how best to deal with delivery.

A first-class service

When it comes to document management, Datatron delivers. Our bespoke Virtual Mailroom Service brings massive efficiencies to the distribution of your daily post to your entire organisation no matter where there are.

If you'd like to find out more, get in touch today and we'd be happy to provide a free consultation.


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