Physical mail is still a reality for many organisations, even as their day-to-day workflows move online. Managing that incoming post manually takes time, introduces avoidable errors, and drains admin resources.
A digital post room offers a modern alternative by converting incoming letters and documents into efficient digital workflows from day one.
At CDP, we help businesses streamline incoming mail by convert to digital and distribution it as soon as it arrives. Our digital mail solution handles physical post eliminating workflow friction, lowering error rates, and keeping teams responsive.
A digital mail solution transforms how your business handles incoming mail. Instead of arriving at your reception desk or central mailroom, letters and documents are redirected to a secure facility where they are scanned and converted into usable, digital formats. From there, they’re distributed instantly to the correct teams, systems, or inboxes based on rules you define.
At CDP, our digital mail solution operates as a secure gateway. We receive your mail, scan each item on arrival, and route it using your preferred rules. That could be based on department, subject line, sender, or document type. You get instant digital access, full traceability, and a consistent archive without the paper.
Here’s a simplified breakdown of our digital mail solution workflow:
Our system integrates with existing platforms and can be adapted to match your internal processes.
Still dealing with paper trails and delayed post? See how CDP’s digital post room works. We turn incoming mail into secure, immediate action without distractions or disruption.
A digital mail solution tackles several pain points that slow businesses down. Delays and misdeliveries become a thing of the past. There’s no more chasing paper through internal trays. It eliminates manual handling tasks such as scanning, forwarding, and filing, which otherwise consume time and increase the risk of errors. Remote working becomes seamless because employees can access mail in real-time, wherever they are based. Each document is traceable, timestamped, and securely archived, reducing compliance risk. And by automating the flow of incoming mail, overloaded reception and admin teams are free to focus on more strategic or customer-facing tasks.
You stop wasting time opening envelopes and start working with data that’s already where it needs to be.
A digital mail solution offers more than just convenience. It cuts the manual workload tied to handling internal mail, allowing teams to focus on work that matters. Faster access to information speeds up decisions, and automated delivery reduces the risk of errors. Built-in audit logs help with compliance tracking. Reducing paper waste also clears space and supports environmental goals.
It also reduces your environmental impact by cutting unnecessary paper handling and reducing physical deliveries between sites.
A digital mail solution can benefit nearly any organisation that receives daily mail. But some sectors find it especially transformative:
Housing associations streamline how they receive tenancy updates, rent reminders, and compliance notices ensuring important documents reach the right teams quickly.
Legal and financial firms use digital post rooms to process incoming legal correspondence and client forms securely, with a reliable audit trail.
Healthcare providers and NHS Trusts benefit from instant access to patient communications, referral documents, and appointment-related letters.
Educational institutions improve handling of application materials, internal letters, funding decisions, and more.
Councils and government teams reduce lag in document circulation, especially across departments and satellite offices.
These industries trust digital mail solution services to reduce slowdowns, support faster replies, and ensure sensitive documents are managed securely.
In a traditional manual mailroom, delivery times can vary significantly and often involve delays due to internal distribution. A digital mail solution, by contrast, delivers mail instantly and provides full traceability. With manual methods, access to data typically requires physical presence, but digital systems allow cloud-based, real-time access from any location. Manual processes also fall short on audit trail functionality, whereas digital solutions log every action, from receipt to delivery. In terms of security, physical mail can easily be lost or misdelivered, but digital post rooms apply encryption and controlled distribution. Importantly, digital post rooms ensure teams working remotely can instantly retrieve scanned correspondence without delay.
Moving from traditional mail handling to digital post significantly reduces admin effort and helps teams respond faster, especially when working across sites or with hybrid schedules.
Yes, security is central to how a digital mail solution operates. CDP’s digital mail solution is designed to meet strict compliance and data protection requirements. Files are scanned and routed through encrypted systems, ensuring safe transmission. Access is controlled based on user roles or document type, so sensitive documents reach only those authorised to handle them. Every interaction is logged with a full audit trail, showing when and where files are accessed or forwarded. Secure archiving ensures long-term storage in line with GDPR requirements, including version control and retention policies.
Whether handling sensitive legal, healthcare, or HR documents, your post is traceable, protected, and backed by robust workflows.
Getting started with a digital mail solution is straightforward. First, your physical mail is redirected to CDP’s secure intake facility. From there, you define distribution rules — these can be based on department, sender details, subject matter, or keywords. CDP then convert to digital the incoming items each day and delivers them to your chosen destination, whether that’s a shared inbox, cloud drive, or a platform like SharePoint. After testing and approval, the system is scaled across your teams, with support from CDP at every stage to fine-tune the process to fit your internal workflow.
Our team supports every stage of setup and refinement, ensuring your digital mail solution matches how your organisation actually works.
A digital mail solution converts physical mail into digital files, then routes them to the right person or system. CDP scans and processes mail as it arrives to streamline workflows.
Yes. A digital mail solution makes incoming mail instantly accessible from anywhere, helping hybrid and remote teams stay responsive.
Absolutely. CDP’s digital mail solution uses encryption, access controls, and digital logs to ensure compliance and traceability.
By removing manual scanning, sorting, and forwarding, businesses save hours each week particularly in admin-heavy sectors.
We don’t just install software and walk away. CDP’s digital mail solution is run and supported by real people — hands-on, reliable, and ready to solve problems. We design workflows that fit how your teams work, not the other way around. And we’re there when you need help.
Whether your team handles a manageable daily volume or receives hundreds of letters across departments, our digital mail solution adapts to suit your pace and complexity.
Let’s make incoming mail easier. Set up a digital post room that works the way you do.
74-82 Rose Lane,
Liverpool,
L18 8EE
Tel: 0151 724 7000
Fax: 0151 724 6478
Unit 1,
Tomo Industrial Estate,
Packet Boat Lane,
Cowley,
Uxbridge,
UB8 2JP
Tel: 01895 462462
Fax: 01895 420911
