Receipt
- 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
