Digitally modernise your mailroom operations so you can speed up access, achieve improved engagement and productivity, and improve customer experience.
In numbers: Capita and the digital mailroom
➥ How many incoming mail pieces we digitise annually
How we can help
Customer correspondence handling
In today’s digital world, customers expect an immediate response which puts pressure on to deliver a high level of customer service. We help by processing your correspondence quickly and effectively, whether it’s in the mail or an email, an enquiry letter or an application form, resulting in lower costs, faster handling times and better customer service. Once processed, we index and categorise the correspondence and - if needed - call out specific areas or key words for prioritisation before returning the image and data for you to work on.
Cherished and unique documents
When handling correspondence and applications, organisations often need to receive original cherished items, such as birth certificates, passports, visas and driving licenses, which must be handled securely and quickly. Customers expect a timely turnaround and can become dissatisfied if this isn’t achieved. We can handle these physically or set up digital forms, with a rigorous, secure process which ensures even high volumes of cherished documents are processed efficiently before being returned to the sender, if needed.
Our mailroom-based cheque processing solutions have been proven to streamline and automate processing, improve security and save valuable time. This, in turn can help your customer service and resource utilisation.
Goneaway and returned documents
Any organisation that sends out mailings will receive returned mail.
We offer our clients a returns handling service for undelivered mail which comprises identifying why the mail item has not been delivered and who the addressee was. This can be combined with a tracing service offering to find the correct address and allow databases to be updated. Not only can you have more accurate contact data, but you can lower your costs in contacting your customers by reducing inaccurate letters and follow-up processes.
How our digital mailroom works
PO box address established
Royal Mail then delivers your post extra early to our highly secure facility
Mail is sorted and scanned
Highly trained, security-screened staff digitise your content under one secure roof
All actioned within SLAs
Mail is sent to addressees and interfaced into your workflow systems
Specialist services available
E.g. banking service for cheques or returns of originals such as birth certificates
Secure content management
Original documents are either stored, securely destroyed, or mailed as required
Read about our work
Outsourcing to a digital mailroom eliminates operational costs for running an onsite mailroom. Storage costs and specific real estate is no longer required.
Management information reporting on correspondence coming in and going out to customers provides a high level of confidence for audit purposes.