In today's hybrid work environment, managing inbound mail efficiently and securely is more critical than ever. Integrity Connect offers a robust Virtual Mail Room solution designed to meet the evolving needs of modern businesses.
Unlike traditional mailrooms, our service is built on a foundation of flexibility and customisation. We understand that every business is unique, and our onboarding process is designed to uncover your specific requirements. A dedicated Project Manager will guide you through implementation, ensuring a seamless transition.
With a steadfast commitment to security, our ISO27001-certified facility and advanced technologies safeguard your sensitive information. From secure scanning to the safe return of valuable items, we prioritise your peace of mind.
Let Integrity Connect transform your mail management into a streamlined, secure, and efficient process.
We will work with you to set up dedicated PO Boxes for all incoming mail, and Royal Mail redirection services to ensure that all correspondence is received securely and centrally.
Our service includes identifying customised workflows to efficiently distribute documentation to the relevant departments or personnel. This process is facilitated through a secure portal or can be integrated via API with your internal workflow tools, ensuring a seamless transition of documents within your organisation.
Any sensitive or quarantined documentation can be accessed securely through our portal or integrated via API with your internal workflow tools. This ensures that all documents, even those needing special handling, are managed securely and in compliance with your internal protocols.
Upon request, we offer secure shredding services for any documents that need to be disposed of, following strict security protocols to ensure confidentiality and compliance with data protection regulations.
Your mail arrives at our secure UK facility every day. Our dedicated team processes it promptly, scanning every item by 2pm on weekdays. You'll receive instant notifications, keeping you informed of incoming mail.
Need help? Our friendly email helpdesk is open from 8.30 am to 5 pm, Monday to Friday. Plus, your personal account manager is just a call or email away. Rest assured, your data is safe with us. Our secure portal is accessible 24/7, and all information is encrypted and stored exclusively in the UK.
We believe in transparency. Each month, you'll receive a detailed invoice outlining your mail activity. Our reporting is flexible, and tailored to your specific needs. Whether you prefer a summary or in-depth analytics, we've got you covered. Company administrators can also log in to the portal for real-time insights into daily mail volumes and other key metrics.
Our in-house team develops a custom solution for your business. We'll work closely with you to understand your needs and suggest features to enhance your workflow. You'll be amazed at how quickly your team adapts. With our user-friendly portal, your staff can easily view, download, print, or forward mail. It's like having a digital postroom at your fingertips.
The User interface is clear and simple to follow. Documents can be viewed in a list view or as thumbnails.
Free text entry search bars allow for multiple options to search the archive for previously uploaded documents.
Clicking on an entry in a list or thumbnail view will take the user to an interactive copy of the document. From here they have a number of options to interact with the document through drop-down menus and action buttons.
The inbound mail room service operates using a simple monthly fee which covers a pre-agreed number of items, with additional items being charged at a fixed unit rate. An item is classified as an envelope and all of its contents regardless of page extents. The monthly fee provides access to the secure portal for an unlimited number of users and there are no transaction fees for activity with scanned documents.
In summary, Integrity provides a tailored inbound post-room solution, where we share our experience of bringing on board first-generation outsourcing clients through our structured approach to discovery and implementation, but do not restrict client requirements with a one-size-fits-all solution. Clients benefit from having a clear view of the predicted annual costs associated with outsourcing their mail through the simple monthly fee-based pricing model.
Getting started with our Virtual Postroom is straightforward. The first step is to redirect your mail to us. Simply request a Royal Mail to forward your mail to a designated PO Box - Connect will advise you of which PO Box to use. It usually takes about two weeks for this change to take effect. Remember to update your company's postal address on all your correspondence and online platforms to reflect the new PO Box.
Next, we'll work closely with you to define how you want your mail handled. Your dedicated Project Manager will guide you through this process. We'll identify the different names your company is known by to ensure accurate mail allocation. Then, we'll create specific workstreams to direct your mail where it needs to go. For instance, invoices can be sent to your finance department, while general correspondence goes elsewhere. You can even set up custom email alerts for different types of mail as part of the implementation process.
We understand that unexpected items might arise. That's why we'll agree on a process for handling parcels, cash, or confidential documents upfront. These items can be forwarded to a designated contact, or we can contact you for specific instructions.
With our Virtual Postroom, you'll enjoy a secure, efficient, and cost-effective mail management solution. Our clear monthly reporting and billing provide complete transparency.
Let's get started on setting up your Virtual Postroom today.
Are you ready to outsource your inbound mail? Get in touch with our team to find out more.
A virtual mailroom is a service that digitises your physical mail. Instead of receiving paper mail at your office, it’s sent to a secure facility where it’s opened, scanned, and uploaded to an online portal. You can then access, view, and manage your mail digitally, from anywhere with an internet connection. This eliminates the need for manual sorting and distribution, saving you time and resources.
The cost of a virtual mailroom service can vary depending on several factors, including the volume of mail you receive, the specific services you require (e.g., mail forwarding, check deposit), and the provider you choose. Our virtual mailroom services offer flexible pricing plans, based on a monthly fee with additional charges for specific services or mail volume.
Inbound mail refers to any physical mail that is delivered to your business. This includes letters, invoices, packages, and other documents. With a virtual mailroom, your inbound mail is redirected to our secure facility for processing and digital delivery.
Yes, our virtual mailroom solution is highly adaptable. We understand that every business has unique needs, so we offer customised plans to fit your specific requirements. Our team will work closely with you to determine the best approach for your mail management, whether you need simple scanning and uploading or more complex workflow automation.
