DIGITAL MAILROOM AND CAPTURE
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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Digitise all your incoming mail
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Extract all relevant data using AI
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Reroute files automatically
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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.
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:
- Streamlining your mail handling;
- Enabling efficiency in the sorting, distribution, and processing of your physical mail;
- Quickening your access to documents;
- Independently handling your internal decision making.
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?
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 30 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.
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.
