Mail Scanning Service

MAIL SCANNING SYDNEY

Mail scanning Sydney services for businesses that need incoming mail, paper records and everyday documents converted into secure digital files.

Handling physical mail can take up valuable staff time, especially when documents need to be opened, sorted, scanned, named, saved and distributed to the right people. Our mail scanning service helps Sydney businesses reduce manual admin by turning incoming mail into organised digital records.

We can assist with regular mail scanning, one-off document batches, archive backlogs and digital delivery, giving your team a clearer way to access important information without relying on paper files.

Secure mail scanning for Sydney businesses, offices and organisations.

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OUR MAIL SCANNING SERVICES FOR SYDNEY BUSINESSES 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
TO FIND OUT MORE ABOUT OUR MAIL HOUSE SERVICES FOR YOUR BUSINESS, CONTACT US TODAY FOR A FAST, OBLIGATION-FREE QUOTE.
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OUR VIRTUAL MAIL ROOM FOR SYDNEY OFFICES

BENEFITS OF OUTSOURCING MAIL SCANNING FOR SYDNEY TEAMS

  • 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.

HOW MAIL SCANNING WORKS FOR SYDNEY BUSINESSES

DAILY MAIL

COLLECTION

Mail is received or collected based on the agreed process for your business.

This can include daily mail, scheduled batches or document collections from Sydney offices.

Mail Scanning Services Scan2Archive

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
  • Categorising 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 Service Scan2Archive

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
Mail Scanning Scan2Archive

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.

Digital File Delivery Scan2Archive

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.

Banking Service Sacn2Archive

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.

Secure Storage and Destruction Scan2Archive

WHY CHOOSE OUR MAIL SCANNING SERVICES IN SYDNEY

Security and
Confidentiality

The security and confidentiality of your materials is critical. Our ISO/IEC 27001:2022 Information Security Management certification independently verifies that your documents are protected by internationally audited processes at every step.

Quality Assured and
Government Approved Supplier

Scan2Archive have been ISO Quality Accredited since 1994, AS/NZS ISO 9001:2015. An approved vendor for NSW Government Procurement ICT Services SCN0020 Category G20 — Digitisation and a signatory to Queensland GITC5 for Government purchasing.

40+ Years
of Experience

We assist offices across Sydney, including the CBD, Parramatta, North Sydney and wider metro areas.

Personal and
Professional Service

Scan2Archive is an Australian owned business and the leading provider of quality digitisation, microfilm, and scanning services. Our professional team use state of the art equipment to deliver exceptional quality services for every project.

Secure Collection
Australia Wide

Secure freight network for the timely and safe collection of materials nationally. All Scan2Archive staff are experienced in the handling and transportation of sensitive archival documents.

Keeping your
Data Safe

We ensure that your data, including your personal information that is entrusted to us is safe and secure. We continuously strengthen our cyber security controls to safeguard your information against active security threats.

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