ISO and Government Approved Digitisation Specialists

Mail House Services​

Our professional team have the expertise to handle all your project needs and help you automate your workflow – you don’t even need to be in the office!

Mail processing is more than simply emptying your post office box and opening envelopes. The information and data provided in each mail item needs to be handled and managed in an efficient way. As scanning specialists, we collect your mail and then scan and extract the data so it is easily catalogued, viewed electronically, and actioned.

Our mail house
services include:

  • Collection of physical mail (daily / twice weekly / weekly)
  • Opening and sorting of mail
  • Scanning of mail
  • Data collection and data extraction
  • Upload of data to customer CRM / ERM systems
  • Return to sender processing
  • Output to PDF files
  • Secure delivery of digital mail files
  • Same day banking of Cheques, Money Orders, Cash
  • Secure storage and destruction of paper records
  • Printing and distribution of outgoing mail

Our virtual mail room

Benefits of outsourcing
and automating your mail room

  • Enable employees to work remotely and still process incoming mail.
  • Save your business time and money, reduce costs of staffing and managing a mailroom.
  • Distribute mail when your office is not open.
  • Save space by reducing the office area required to receive, process, sort, and deliver high volumes of paper and handle it all remotely.
  • Strengthen document security and confidentiality.
  • Faster document retrieval – Indexing your documents allows files OCR searchability and retrieval of information faster and more accurately.
  • Increase data accuracy, with state-of-the-art technology and professional team with extensive experience.
  • Eliminate lost or misplaced mail – eliminate human error.

Document Scanning Services
Why Choose Us?

Personal and Professional Service

We strive to provide a first class customer experience. Along with digitisation professionals, Scan2Archive is a team of customer service professionals.

35+ Years of Experience

Scanning experience in Government, Medical, Financial, Engineering, Arts, Mining and Construction sectors. Tried and tested service offerings backer by AS/NZS ISO 9001:2015 Quality Accreditation.

Purely Scanning Specialists

Be the beneficiary of best practice techniques, efficient workflow and quality results. Our focus is purely on continuous improvement of scanning techniques and digitisation of paper based products.

Secure Collection Australia Wide

Secure freight network for the timely and safe collection of materials nationally. Our transport vehicles have no identifiable markings and Scan2Archive staff are experienced in the handling and transportation of sensitive archival documents.

Security and Confidentiality

We take the security and confidentiality of our clients materials seriously. All Scan2Archive employees sign a legally binding confidentiality agreement and receive specific training regarding the handling and processing of sensitive and confidential materials. Additionally, criminal record checks are completed for employees working on restricted projects.

Government Approved Supplier

Scan2Archive are an approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and a signatory to Queensland GITC5 for Government purchasing.

To find out more about how our mail house services can assist your business, contact us today for a fast, obligation-free quote.

how the virtual
mail room works

DAILY MAIL COLLECTION

Scan2Archive personnel collect mail from a P.O. Box, Locked Bag or Australia Post depot. This service can be carried out every day, twice a week or weekly depending on the volume of mail and Service Level Agreements you have in place with your customers and internal staff.

step 01-1
step 2

Mail Opening and Sorting

Once received at our scanning facility, mail is opened, sorted and prepared for scanning. The Scan2Archive team processes up to 10,000 mail items per day. Commercial Letter Opening equipment ensures the most cost effective and timely services are provided to our clients.

  • Automated opening of envelopes
  • Categorizing of different document types (e.g. orders, application forms, invoices)
  • Removal of staples, clips and tape from pages to facilitate scanning
  • Identification of exceptions (e.g. return to sender)
  • Incoming mail count for each document type
  • Assign project and batch ID ready for scanning

Mail Scanning

  • Mail is scanned and output to PDF or PDF/A documents
  • Envelopes scanned if required
  • Optical Character Recognition (OCR) is applied during the file output stage
  • Scanning in Black and White or Colour up to 600dpi
  • Scanning paper sizes up to A0
step 3
step 4

Data Processing and File Output

Data such as Customer Name, Address, Member Number, Document Type is extracted and output to a compatible format for import into client CRM / ERM systems. Files are indexed in line with client file naming conventions.

Digital File Delivery

Digital files and data can be uploaded directly to the customer records management system or made available via a secure FTP connection.

step 5
step 6-2

BANKING

Scan2Archive offer daily banking services. Our staff are bound by confidentiality agreements and complete national criminal records checks. This always ensures the security and confidentiality of our clients records.

Cheques, Money Orders and Cash can be deposited into client back accounts within 12 hours of receipt at our scanning facility. Banking reports are submitted to clients for confirmation of all deposit transactions.

Secure Storage and Destruction 

Mail is stored at our Scanning facility for up to 4 weeks and securely destroyed once customer approval is received. Longer term storage options of paper records are also available.

step 7

To find out more about how our mail house services can assist your business, contact us today for a fast, obligation-free quote.

Once the materials are received at the scanning facility they should be stored in a secure area with consideration for temperature and humidity, light, air quality, pest management and the area should comply with workplace health and safety requirements.   Materials are then ready to be prepared.  This process should include the removal of any plastic sleeves, paper clips and staples.  Documents should then be dusted and cleaned, sorted, ordered and any paper tears repaired ready for scanning. 

A professional outsourced scanning solution will include the use of high speed, state-of-the art production scanners.  The use of high-speed production scanners enable sophisticated image quality and enhancement features whilst producing high definition colour images.

The quality assurance process should ensure that each step in the preparation and scanning process has a specific quality check.  This should include every image being checked and that file outputs match the customers’ requirements as part of our quality assurance program.  

document scanning prep

things to examine
In Digital Image Checking

  • Smallest detail legibly captured (e.g. smallest type size for text; clarity of punctuation marks, including decimal points)
  • Dimensional accuracy compared with the original
  • Completeness of detail (e.g. acceptability of broken characters, missing segments of lines or pixels etc)
  • Scanner-generated speckle (i.e. speckle not present on the original)
  • Completeness of overall image area (i.e. missing information at the edges of the image area)
  • Colours or tones in comparison with the original (i.e. density of solid black areas)

File Naming and
Meta data Extraction

Metadata 800 x 680px

This will have a big impact on the success of any scanning project. As a general rule it is recommended that the digital file naming convention replicate the physical file structure so that employees that use the files are able to easily locate and manage the digital file. There is often a significant quantity of data included within each scanned document.

Following the digitisation of the material, it is possible to collect metadata that can be used to optimise how the digital information is used. Examples of this include: extracting names, dates or addresses which can be uploaded into a database or attached to the digital image.

Optical Character
Recognition

search

OCR plays an important role in the ability of digital images and documents to be easily located after the digitisation project is complete. OCR software converts printed characters into digital text allowing for search or edit functions in any word processing program.

Document recognition using OCR is forty times faster than manual re-typing.  OCR software recognises approximately 1,600 characters per second.

file security and
Storage

Scanned files and associated digital assets can be made available via a number of different delivery options, this includes secure Dropbox link, USB, Hard Drive or FTP link to name a few. 

Following digital image delivery customers have a choice between having their hard copy documents returned or securely destroyed. Secure destruction should include the documents being industrially shredded and pulped and customers should receive a certificate of destruction as evidence.

Doc Scanning USB 800x680px

To find out more about arranging document scanning for your business, contact us today for a fast, obligation-free quote.