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

What is intelligent document capture?

Intelligent document capture is an automatic process that essentially takes an image of a document and understands what it’s looking at thanks to AI, directing and/or storing it accordingly.

How is intelligent document capture used?

Intelligent document capture is used to direct documents that come into a central point, like an inbox, by capturing and extracting relevant information that it can use to follow a set of predefined rules.

It streamlines digital workflows, ensuring everyone gets what they need on time, which could be delayed by a manual process.

How secure is intelligent document capture?

By removing the need for manual processing, intelligent document capture is automatically more secure by reducing the risk of a data breach through human error. Intelligent document capture technology is also able to securely handle sensitive information through encryption, staying compliant with GDPR laws.

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.”

Why choose SOS as your trusted digital partner?

Established in 1985, SOS Systems is a leading provider of digital mailroom and AI capture solutions in Southeast England. There’s no better demonstration of our commitment to innovation than the utilisation of AI in our document capture software. This is our approach at SOS in general; we harness emerging technology to benefit customers both new and existing. Over 30 years in the industry has given us the know-how to keep our fingers firmly on the pulse.

With a knowledgeable team, a breadth of experience, and a genuine desire to see your business succeed without getting bogged down with time consuming processes, you can rely on SOS to understand what you need and deliver again and again.

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.

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.

Frequently Asked Questions

What kinds of businesses can you offer digital mailroom and AI capture to?

We know that a one-size-fits-all solution isn’t appealing; you want something that’s been tailored to your business. Our ability to do just that with our solutions means that we can help you effectively manage your mail whether you’re a small team, large corporation, or a group of businesses.

Where is SOS based?

Our HQ is in Crawley, West Sussex, with offices in London and Southampton, but we work with businesses around the UK.

Are you on hand to offer technical support?

Yes of course, we’ll be with you now and in the future to make sure everything works as it should.

Is file sharing secure?

We used encrypted file sharing, so you can be assured of security and remaining compliant.

Can digital mailroom and AI capture technology integrate with other systems?

Yes – as an example, the files captured can be stored in your central document management system automatically.

Will there be downtime while this system is installed?

We carry out pre-installation configuration to minimise downtime, making installs as seamless as possible.

How do I go about working with SOS to implement a digital mailroom?

It all starts with a chat with our experts, who will be able to drill down into what you need – get in touch with us to get the ball rolling.

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