Scanning (Inbound Mail)
We can scan your returns such as completed Letters of Authority, signed Terms & Conditions and any other client correspondence.
If we’re managing your outbound mail, our barcoding system allows us to easily scan and identify the client and upload back to you via SFTP, API or any other transfer method you may wish to use.
Our scanning team handles responses for leading financial businesses, charities, legal teams and more. Having your mail scanned and uploaded by RNB Group frees up your staff members from opening and actioning post themselves and makes the whole process more efficient.
Call us on 0113 2100 055 to discuss your requirements.
Inbound Mail Services
We can manage your response mail by redirecting your Business Reply or Freepost envelopes to our PO Box address. We will open and sort your mail, scan the content and upload the scanned images or PDFs in order to update your CRM software.
Outsourcing your inbound mail to us allows for full scalability and means you do not have to be concerned with the difficulties of spikes in demand or a downturn.
Our bespoke in-house OCR and data capture software can extract data from the scans and use this to perform further tasks such as new letter generation, customer record updates and data analysis.
This service takes away the burden of dealing with your daily post and allows you to scale up your activity without increasing your staff levels. Our customers generally see an uplift in the volume of business they receive after outsourcing their inbound mail management to us as staff can focus on their job rather than getting involved in mail opening and processing.
How does the Inbound Mail Process work?
RECEIVE – We receive your business reply or freepost returns to our PO Box address. We will open the mail and prepare for sorting.
- SORT – Your documents are processed to predefined rules that we’ll agree with you prior to going live. This allows us to treat the documents as if you’d handled them yourself as we follow your exact requirements.
- SCAN – The pages are scanned using our high-speed scanners and processed through our bespoke software to sort and name the documents. OCR data extraction is performed at this stage if applicable.
- UPLOAD – The final files are uploaded to SFTP or transferred into your CRM software via API. An index file can be created to confirm the files have been uploaded. An email can be set to inform the relevant members of your team that the transfer is complete.
- SECURE – The original documents can be returned to you for archiving or can be securely shredded after an agreed period of time.