Digital Mailroom
Physical and digital mail management for
the modern business.
How Digital Mailrooms and Capture Can Help You
Digital mailrooms digitise your physical mail, enabling you to manage it electronically. To do this, intelligent document capture automatically takes an image of any document and deciphers its contents using AI. This will then be automatically directed or stored accordingly.
Digital mailrooms and intelligent document capture can completely transform the efficiency of your mailing system, significantly speeding up your mail management and directly improving your team’s productivity.
In particular, our solutions enable you to digitise your incoming mail, use AI to extract the relevant information and data, reroute digital files automatically, and encrypt files in order to store and share them securely.
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:
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incoming mail
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data using AI
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automatically
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file sharing
What is intelligent document capture?
Intelligent document capture is an automated process that uses AI to analyse and understand the content of a scanned document or image. It recognises key information and then routes or stores the document appropriately based on its contents.
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.
Benefit of Digital Mailrooms and Capture
Transforming your paper-based mail into a streamlined digital workflow is a safer and more efficient way of handling large quantities of paperwork. As your business grows, so will the amount of incoming physical mail you receive. A digital mailroom can effortlessly handle this for you, enabling you to scale your company at whatever pace you want and freeing up your precious time. In particular, digital mailrooms and capture will benefit your business by:
Contact our experts, and discover how using AI in your mail services with SOS,
can transform your mail digitalisation.
Why choose SOS as your trusted digital partner?
Here at SOS, offering reliable and secure solutions and services that make your life easier is at the heart of what we do. We aim to make a marked difference to your working processes and streamline your processes in ways you didn’t even realise were possible, freeing up your precious time. Our friendly and committed team are eager to work with you to revolutionise the way your workplace functions.
Our innovative, expert team have over 40 years of experience in the software business and have worked with a huge range of businesses to transform their processes and help them to thrive. When you choose SOS, you can rely on us to integrate solid functionality into your business and always keep you up to date with the latest technology to enable you to continue to work at your business’ peak performance.
Transform your mail services with SOS,
book a chat today.
Frequently Asked Questions
We used encrypted file sharing, so you can be assured of security and remaining compliant.
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.
Of course; we’re here for the long haul, so you can rely on us to provide technical support at any stage.
Of course; we don’t install and run! We’ll be on hand if any niggles come up, and work with you to continually improve your experience of our product.
Thanks to the flexibility in our software, we can offer print management to small businesses, large corporations, and multi-business groups.
Our HQ is in Crawley, West Sussex, with offices in both London and Southampton. We work with businesses around the UK.
