How to digitise incoming mail with the Digital Documents Service
The Digital Document Service helps us reduce the amount of physical mail we receive.
How it works
Once incoming mail is received by the mail room, it will be opened, scanned, allocated and delivered digitally through the Digital Documents Portal as a PDF.
Once opened, documents can be forwarded through the portal to those with portal access.
Documents can also be downloaded for processing externally or storing.
If physical copies are required, services can arrange to pick them up within 30 days from arrival date.
Why we are using this service
The Digital Mail Service will allow for incoming mail items to be delivered digitally through the Digital Mail Portal within 24 hours of arrival at the mail room. This will reduce time and resource required to open, allocate and deliver mail, allowing services and teams to begin processing much sooner.
We expect that, with increased uptake of this service and with reduction in physical mail items, we will see reduced storage, delivery and disposal costs.
How you can help
To make sure we can realise the benefits of this service, all teams will need to filter through their incoming mail to cancel any unwanted items and digitalise correspondence where possible.
This step must be completed before signing up to the Digital Documents service. You can get started now by following guidance on how to reduce incoming mail.
Express your interest
There is a limited rollout plan for teams based at County Hall.
To express your interest or to find out if your team meets the requirements, email ecc.postroom.sps.uk@spsglobal.com.