Capture Services | DIGITAL MAILROOM
Digital Mailroom Service
Digital Documents offers outsourced digital mailroom services for businesses throughout Ireland. Outsourcing incoming mail can help your organisation drastically reduce ongoing costs and speed up existing mail room processes.
Digital Mailroom Service
Implementing a Digital Mailroom can reduce your company’s manual handling costs and allow authorised employees to access electronic documents remotely.
By handling incoming mail digitally, organisations can reduce manual handling costs and free up time and resources for other important business activities. . We use advanced document scanning and automated data capture technologies to digitise incoming paper mail, classify it, and distribute it to your users through our secure online mail portal.
We receive the mail daily via a dedicated PO Box or mail forwarding and then digitise it and distribute it to your users. Original documents, such as passports and licenses, are returned after scanning, and junk mail is temporarily stored and then securely destroyed.
The Digital Mailroom Process
Streamlining your mail delivery
Incoming Mail
Each day, the incoming mail is received, checked, and logged into our tracking system. Any details provided by An Post or third-party courier companies are also recorded. Customers have full access to a daily log of what has been received and logged into the system for processing.
Sorting
The incoming mail is opened, checked, and sorted into the appropriate categories. Any specific handling procedures are applied to ensure that the mail is organised correctly. Junk mail is discarded but may be temporarily stored for a specific period of time, depending on the customer’s needs, before being securely destroyed.
Scanning
Each piece of mail is scanned and converted into PDF format. Documents of various sizes, from A5 to A0, can be scanned in black and white or colour. Bound documents such as passports and licenses can be scanned using specialised overhead scanners to produce high-quality digital files.
OCR
Optical Character Recognition technology can be used to turn scanned documents into text-searchable PDFs, providing enhanced search capabilities and allowing for more flexible document retrieval.
Classification
According to each client’s mail processing specifications, the scanned documents are sorted into the required categories and types. The processed mail is then made available to individual users through a secure online portal.
Originals
The physical mail is temporarily stored before being returned or securely destroyed. Original documents like passports, licenses, bills, and bank statements are usually returned to the sender.
Security & Confidentiality
Digital Documents is certified to ISO 27001:2013, the internationally recognised standard for best practice in information security management. The organisation is regularly audited by NQA. It provides customers confidence that their confidential documents are managed within processes and procedures that meet best international practice for information security.
In addition, the company operates a quality management system that is
certified to ISO 9001:2015 and is similarly audited by NQA Ireland.
Customers are welcome to visit the processing facility to view the on-site security, document storage areas and meet project team members. Digital Documents is happy to facilitate formal audits from potential customers.
Proven Experience & Track Record
Digital Documents has a 45 year history in document conversion and capture services. Originally producing microfilm document archives for state bodies, and then in the mid 1990s introducing document scanning services with it’s partner Kodak.
Since then the company has become a leading supplier of services and solutions to both public and private sector organisations in Ireland. Digital Documents process in excess of 1.5 million documents each month from it’s state of the art document processing facility.
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What our customers say
Why choose us
A proven track record using certified processes and procedures.
Innovative | Efficient | Effective | Compliant
Experience
Digital Documents has a 45-year history providing document conversion and data capture services and solutions.
Standards
Digital Documents operates a certified information security management system ISO 27001:2013 and a certified quality management system ISO 9001:2015.
Proven Track Record
Digital Documents is trusted by many fortune 500 companies from the life sciences and technology sectors along with many financial institutions, government departments and state agencies.
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Frequently Asked Questions
What size documents are you able to scan?
Digital Documents can scan any size documents form small items such as tickets and receipts right up to A0 sized drawings and plans.
What formats do you scan to?
For clients looking to have X-Rays scanned we can provide images in industry standard formats such as DICOM and DICONDE.
Where can you collect my documents from?
We offer a nationwide service and can collect documents from anywhere in Ireland.
What types of collection services do you offer?
Collections are carried out by Digital Documents personnel only, using Digital Documents GPS tracked vehicles.
How safe are my documents during transit?
Your documents are always safe with us as our vans are fitted with GPS tracking devices and drivers follow strict security policies and procedures.
Can I arrange a collection for a specific time of day?
Yes, depending on schedule and location, we’ll do our best to accommodate your requirements.
Can you provide secure containers for my documents?
Yes, we can provide durable Digital Documents archive boxes on request.
Do you offer a packing service?
Yes, our dedicated collection team can provide a fully managed service which includes removal of files from your filing cabinets, packing and inventory creation.
Can I drop my documents off instead?
Yes, If you would prefer to drop your documents at our scanning bureau then you can. This is strictly by appointment only, so give us a call first and arrange a suitable time to visit our facility.
How will my documents be secured while with you?
Our scanning bureau operates under the strictest security measures. We have 24 hour monitored CCTV along with many other security measures as required by our ISO 27001 accreditation for information security so that your documents will be in safe hands during the entire process.
What accreditations do you hold?
Digital Documents are certified to both ISO 9001:2015 and ISO 27001:2013
Please visit our accreditations page for more details.
Can you provide your privacy policy if required?
Yes. Please reach out to our Data Protection Officer, who will be more than happy to assist with any data protection queries you may have. dpo@digital-docs.com
Are you able to handle sensitive and confidential documents?
Yes, all documents that we process are treated as confidential. If you have specific requirements as to the handling of your documents, please let us know.
Can I have my documents scanned at my premises?
Yes, we can provide an on-site scanning service if you are unable to send us your documents.
Will you remove staples, paper-clips etc.?
Yes, as part of our scanning service we will remove any staples and paper-clips etc. to ensure a smooth scanning process.
What happens to my original documents once they have been scanned?
That’s completely up to you, we can either return the documents to you, store them in our secure facility, or securely destroy them and provide a certificate of destruction.
My documents are low quality. Can you enhance them?
We make use of the latest hardware and software in scanning technology which will in many cases improve the quality of the original scans. Additional image enhancement services are available where required.
Can you capture handwritten data?
Yes, depending on the document structure, we can either use specialist data capture software or manual data entry to capture the required handwritten data.
Are you able to capture data from barcodes?
Yes, we can capture any type and format of barcodes and supply the data in any file format required.
How do you capture data from forms?
If handwritten data is in a structured format and legible, we can use ICR technology to automatically capture text.
Where a document has checkboxes, we can use OMR to process the responses.
For any machine printed documents we can use OCR technology to capture the text, but for harder to read or freestyle handwriting, or for any case where an automated system may not be feasible, we can manually capture the data.
What will be the turnaround time for my documents?
This typically depends on the scale of the scanning project. We have the capability to process millions of images per month meaning we usually have very quick turnaround for your project.
How safe is my data in transit?
Do you offer special pricing for charities?
We like to help where possible. If you have a registered charity number, please speak to a member of our sales team and we’ll be happy to help.
Can you provide sample scans?
Yes, before we start your project, we can supply a representative sample of your documents for your approval.
Time to Talk?
Let’s discuss your requirements and answer your questions