Physical and digital mail management
for the modern business

Save money and increase mail efficiency with AI

AI-enabled digital mailrooms are being used by organisations across the globe to optimise the efficiency of their incoming mail. Utilising AI technology to digitise this process can significantly speed up the process of mail management and transform decision-making within your team. SOS solutions enable you:

  • Digitise all your incoming mail

  • Extract all relevant data using AI

  • Reroute files automatically

  • Secure and encrypted file sharing

Transform your mail workflow with AI

A digital mailroom solution transforms both your digital and traditional, paper-based mail into a streamlined digital workflow. Instead of manually handling excess amounts of mail, at a higher risk of damage or loss or security breach, organisations use artificial intelligence to capture, digitise and manage incoming mail.

  • Streamline your mail handling process
  • Reduce time taken to sort, distribute and process physical mail
  • Quicker document access
  • Increased decision making speed

As your company grows, the volume of incoming mail may increase. Digital mailrooms offer scalability, allowing organisations to handle a higher volume of digital documents without the constraints associated with physical and/or manual mail processing.

Unlock cost-efficiency

By eliminating the need for manual sorting, handling, and storage of physical and digital mail, companies can achieve massive cost savings in terms of labour, storage space, and paper-related expenses. Digital mailrooms use automation and advanced capture technologies to enhance accuracy in document processing.

This reduces the risk of errors and ensures compliance with regulatory requirements, which is crucial for industries with strict compliance standards, such as pharmaceuticals, legal and financial services, and telecommunications.

To find out more about how SOS can transform your mail services, get in touch today.

The Evolution of Digital Mail Processing

With SOS digital mail management can be transformed, turning a once cluttered and stress-inducing process into a smooth and simplified workflow, ensuring the right documents reach the right people at the right time.


1. Receipt

Physical mail is received at a central location within an organisation.


2. Capture

Contents of mail are captured using document imaging technologies.


3. Extraction

All data is extracted using Optical Character Recognition (OCR).


4. Classification

AI algorithms are used to classify data and find the most relevant information.

5. Routing

Digital content is routed to the correct recipient(s) according to a set of pre-defined rules.

6. Collaboration

Documents are processed and shared efficiently across teams.

7. Storage

All data is stored in a centralised Document Management System (DMS).

SOS is here to help

Whatever your size, location, or industry, SOS is here to help. Our expertise lies in understanding, supplying, and maintaining the digital mailroom solution that works for you.

We work closely with our customers to identify exactly where we can support your digital transformation initiatives, delivering improvements across the board in productivity, efficiency, and sustainability.

Dedicated technical support

Dedicated technical support and resources are supplied from the moment you start your SOS journey, with highly responsive expert advice at your disposal.

Trained experts

The team at SOS are trained experts in digital mailroom and AI capture technologies, supported by an in-house technical team. Support from the very best, all the time.

Pre-installation configuration

All tested in-house to ensure your company rollout is error-free and fast.

Contact our experts, and discover how using AI in your mail services with SOS,
can transform your mail digitalisation.

Don’t just take our word for it – here’s what
our customers have to say

“Team were patient and professional”

“Meticulous scoping and preparation that leads to seamless installation.”

“Roll out the best project I’ve been involved with in 20 years in I.T.”

“SOS provide training for key operators of the solution which really helped.”

“Instant connection/ very responsive technical team when it matters.”

“Maintenance work is proactive not reactive.”

Your trusted digital partner

Established in 1985, SOS Systems is a leading provider of digital mailroom and AI capture solutions in Southeast England.

As an ISO9001:2000 accredited business, we proudly hold the distinction of being one of the exclusive Canon Platinum Partners in the UK, with our main hub situated in Crawley, West Sussex.

Bringing over 30 years of experience of delivering excellence, SOS Systems are an industry trailblazer. Always on the lookout for new and innovative solutions, we are dedicated to introducing our valued customers to the latest and most improved technologies.

Our wealth of industry experience spans diverse sectors, including Education, Legal, Financial, Healthcare, Utilities, and more. At SOS Systems, we don’t just deliver solutions; we craft tailored experiences that resonate with the unique demands of each industry we serve.

Transform your mail services with SOS, book a chat today.

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