• Mail is directed to a PO box location adjacent to Hugh Symons' scanning and processing facility
  • Collected daily from PO box by Hugh Symons' for scanning & processing to required SLA and deadlines



Scanning & data processing


  • Hugh Symons' Information Management’s processes are compliant with GDPR
  • All mail items come into Hugh Symons' Police Approved Secure Facility
  • Highly trained and security-cleared staff prepare and scan mail
  • Mail items are scanned using high speed production-scale scanners
  • Barcode technology tracks each mail item through scanning / data processing
  • OCR technology captures data, analyses and classifies document types
  • Mail can be prioritised and categorised (i.e. as sensitive) using data processing technologies
  • Risk of error significantly reduced through using automated workflow process
  • Exceptions are identified quickly and dealt with efficiently
  • Rigorous quality control checks happen before digitised mail or data is ready for delivery to client


Mail delivery



  • Digital Mailroom reduces the time to deliver mail to the relevant business application within organisations
  • Information can be shared more effectively where this is required
  • Digital mail offers greater security – files and data can be made accessible only to specific individuals or departments
  • Inbound mail sorting / delivery processes are streamlined using automated workflow which minimises the risk of human error
  • Each mail item is tracked through every stage of the process and will never become ‘lost’ or ‘mislaid’


Storage and destruction


  • Original documents can be stored, securely destroyed or forwarded / returned as required
  • Storage is provided at Hugh Symons' Police Approved Secure Facility where your mail has been scanned and processed
  • Secure destruction is provided through a specialist security shredding and recycling partner which is an approved member of the British Security Industry Association and independently audited by UKAS approved auditors


Digital Mailroom

SOUTHERN OFFICE: 01202 712470

NORTHERN OFFICE: 01274 614444