Digital Mailroom Solutions

Our Mailroom Management includes tools and solutions for handling all aspects of document sending, receiving, and management within your organisation. It includes automated workflows, integration with your existing systems, and secure archiving to improve efficiency and reduce manual tasks, all while complying with UK regulations.

Yes, our mailroom management solution is fully scalable. Whether you're a small business or a large enterprise, it can expand or reduce in scope without requiring a complete overhaul. This flexibility allows you to adapt the solution to your changing organisation.

Yes, personal data is encrypted to meet UK GDPR and other security and compliance standards, ensuring your sensitive information remains secure. The data retention period is configurable allowing, you to set retention policies that align with your organisation’s requirements.

The cost of our mailroom management solutions varies depending on your specific needs. The final price depends on the options you select. Our pricing model includes software, hardware, setup, and installation costs. We offer flexible commercial agreements, including 36 or 60-month fixed-term contracts. You can choose a payment plan or direct purchase based on your preference. For a customised quote, please contact us.

The setup cost covers a full-service implementation of your chosen mailroom management options. This could include uploading your company address books, configuring templates, installing current compliance regulations, and setting up notifications via email and SMS. Our team also integrates the solution with your network and Active Directory settings, followed by comprehensive training to ensure the solution becomes an intuitive part of your operations.

Depending on the solutions you choose, additional charges from your mobile provider for SMS notifications may apply.

No, you can use your existing hardware, although we do not provide support for third-party hardware. Opting for our hardware allows you to benefit from our expert support, with one supplier and a single point of contact. We also offer various payment plans to help spread the cost, reducing upfront expenses.

Installation is a collaborative process with our UK-based team. We work with you through each step, ensuring the system is fully prepared for installation. Some pre-installation work may be conducted remotely before our engineers complete the setup on-site. Our extensive network of engineers across the UK handle all configurations, installations, and provide training (available both remotely and in-person).

We offer training tailored to your organisation's needs, available both remotely and in-person. This training ensures that your team is confident in using the solutions effectively, with full support from our specialists.

Yes, we offer tailored demonstrations. Our specialists will walk you through the functionalities (online or in-person) so you understand how the solution can meet your specific needs.

Yes, our solution is designed to integrate with your existing systems and processes, including HR, security, and communication platforms. We’ll work with your IT team to ensure smooth integration.

Yes. Pitney Bowes hardware and software is built to meet the operational, security, sustainability, and compliance needs of UK public sector organisations. It supports procurement processes across councils, NHS trusts, and central government departments.

For ease of purchasing, these solutions are available through Lot 1 of the RM6280 Crown Commercial Service (CCS) framework which covers:

• Franking Machines
• Document Management hardware and software
• Incoming parcel and asset tracking and distribution (PitneyTrack® and PitneyLockers®)
• Visitor management (Pitney Bowes Smart Access Management®)
• Shipping software (PitneyShip®)

as well as approved third-party partnerships. This excludes our outsourced print and mail solution (Hybrid Mail). 

We regularly support public sector teams with their day-to-day operational and budgetary needs, helping them stay compliant, manage costs, and meet sustainability targets. With long-standing public sector experience, we understand procurement processes, support teams in making informed purchasing decisions and deliver the right-fit solution with confidence. To discuss your requirements, speak with our Client Success Managers on 0191 743 6671.

Yes. We regularly work with facilities management companies and outsourced service providers to deliver Pitney Bowes solutions including Pitney Bowes document management solutions. Whether your organisation leads the process directly or delegates it to your FM partner, we’ll coordinate with all parties involved to meet your delivery, installation and operational needs.