Digital Mailroom Solutions

A digital mailroom is how an organisation handles post digitally. Incoming letters are scanned and routed as digital files or data, outgoing letters are printed and posted centrally, and parcels are logged and tracked until collected.

A digital mailroom handles post as it arrives and leaves: opening, scanning, routing, sending and tracking. Document management stores, organises and controls documents once they are digital. Many organisations use both, with the digital mailroom feeding the document management system

Yes. Once post is scanned, it is routed to the recipient digitally, so staff can read it wherever they work. Originals can be archived or destroyed in line with your retention policy.

Personal data is encrypted, and retention periods are configurable so you can apply your own policies. Audit logs record how items were handled. Compliance also depends on your organisation's own processes.

A digital mailroom workflow accepts paper and digital documents through the same intake.

Yes. Documents and extracted data can be sent to your existing business systems, including HR, security and communication platforms. Our team works with your IT department to set up the integration.

Cost depends on the solutions you choose, your post volumes and whether you need hardware. Pricing covers software, hardware, setup and installation, with 36 or 60-month fixed-term contracts, a payment plan or direct purchase. Contact us for a quote.

No. You can use your existing hardware, although we do not support third-party equipment. Choosing our hardware gives you one supplier and one point of contact for support.

Yes. With hybrid mail, outgoing letters are printed, enclosed and posted for you. We also work with facilities management companies and outsourced providers who run mailrooms for their clients.

Yes. Our specialists can show you how a digital mailroom would work with your post volumes and systems, online or in person. Book a demo.

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.