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Hybrid mail and digital mailroom - helping public sector organisations save on mail

Hybrid mail and digital mailroom - helping public sector organisations save on mail


Switching to hybrid mail could easily save you up to 35% of your spend on mail activities. With organisations looking to switch to smarter ways of working, find out if moving to hybrid mail or a digital mailroom solution could work for your organisation and how we can help.


What is hybrid mail and digital mailroom?

Hybrid mail can cater for large mailing volumes or a single letter to a recipient with the click of a mouse. Hybrid mail opens up opportunities for significant mail discounts, because a supplier can consolidate your output with those of other mailers.

It is the ability to produce your mail at another location like a mail factory where outbound correspondence is routed from anywhere in your organisation to be printed and mailed, or even bulk emails and SMS messages. This reduces the reliance on franking machines or folder inserters and capital expenditure business cases.

The digital mailroom looks after your incoming physical mail. It is scanned and converted into a digital format for routing to teams or individuals. This solution means that staff can access inbound mail from their desktop, from any location, rather than having to wait for physical mail to be distributed.


The benefits of using hybrid mail

There are many benefits to your organisation of using this approach:

Savings on floor space, storage and consumables
No capital expenditure required
Flexible solutions that can adapt to your outbound and inbound volumes
Savings on postage, access volume related discounts and pre-sort discounts
Access to latest IT technology
Email and SMS capability to communicate effectively with your end users
Easy to use with a full audit trail allowing you to track and manage what is sent
Reduction in carbon footprint with less deliveries and collections
Can be accessed whether resources are working from home or in the office


How we can help your organisation

In collaboration with CCS and YPO, our Postal Goods, Services and Solutions framework (RM6017) offers a range of mailroom equipment, inbound and outbound mail services or more complex solutions for digital transformation of mail and communications.

The framework covers Hybrid Mail solutions which enable all the advantages of being in the office, whilst supporting Smarter Working, and provide you with a full audit trail of your mail from creation to print and with a Mailmark discount and tracking to Royal Mail handover. You have full control over the postage class, whether this be first or second class.

It allows you to communicate with your customers in a way that ensures you get the best outcome, whilst delivering efficiencies and savings.

If you struggled getting your mail during the recent pandemic lockdowns, then our digital mailroom solutions provide you with an option to have physical mail scanned and delivered to your computer or your team. Digital copies take up a lot less space and can be shared with those who need it with a full audit trail.

Framework RM6017 supports the Government’s Smarter Working Strategy by:

Open, scan and transmit digitally to teams or individuals
Receiving mail for multiple addresses
Scanning all types of documents
Creating digital records
Reducing carbon footprint
Creating savings similar to outbound hybrid


To find out more about our Postal Goods, Services and Solutions framework (RM6017) or to discuss your requirements, click here or get in touch with our Documents and IT team on:

t: 0116 294 4008


Author: Crown Commercial Service