MAILROOM SERVICES
Get incoming mail to the right people, faster.
Polar Imaging helps organizations take the daily work of receiving, opening, sorting, scanning and distributing business mail off their teams. We build a managed process around your mail, your people and the way documents need to move.
A MANAGED MAILROOM PROCESS
Give your team a better way to handle incoming mail.
Mail still brings invoices, customer correspondence, applications and other important records into your organization. When mail is opened and passed around by hand, it can wait in trays, reach the wrong person or take staff away from their core work.
Polar Imaging can centralize mail intake, digitize documents and deliver them to the right people or systems. We agree on categories, indexing, delivery and exception handling with you, so the process reflects how your organization actually works.
- Reduce time spent collecting, opening, sorting and distributing mail
- Help staff across offices access correspondence consistently
- Make documents easier to find with agreed indexing and search
- Route priority items into the next step of your process
FROM ARRIVAL TO ACTION
One clear path for every piece of mail.
We set up the intake and handling rules with you, then manage the mail through each step.
Receive
Mail can be directed to a dedicated secure PO Box or handled through an agreed intake arrangement during transition.
Open and prepare
We open, sort and prepare items for scanning based on your instructions, including exceptions that need special handling.
Scan and organize
We digitize and apply agreed index details, such as sender, recipient, date received or document category.
Deliver and route
Digital mail is securely delivered for review, then routed to the appropriate people, departments or workflow when included in scope.
BUILT AROUND YOUR OPERATION
Start with the mailroom support you need.
Every organization handles mail differently. We work with you to define what should be digitized, how it should be identified, who needs access and what should happen next.
Designed with your team
During planning, we review mail volume, locations, document types, priority items, required index fields, delivery preferences and any system connections. We can start with a focused pilot or proof of concept when it helps your team validate the process before a wider rollout.
Handling for cheques, original documents, exceptions, retention and physical return or destruction is agreed as part of the service scope.
CONTROLLED FROM INTAKE TO DELIVERY
Keep visibility and accountability in the process.
We plan the chain of custody, document preparation, digital delivery and physical disposition around agreed handling instructions and access rules.
Defined handling
Intake and exception procedures are agreed before the service begins.
Controlled access
Digital access is set up around authorized users and business requirements.
Quality checks
Scanned documents are reviewed before they are delivered to your team.
Agreed disposition
Retention, return and secure destruction instructions are set in advance.
A MANAGED PRODUCT OPTION
Looking for a ready-to-start digital mail program?
MailStream is a defined managed mail product built on Polar Imaging’s mailroom capabilities, with service levels for mail collection, digitization and, when needed, document management or workflow automation. If your requirements call for a more tailored service, we can discuss that too.
COMMON QUESTIONS
Mailroom services FAQs
Answers to the questions teams often ask when considering an outsourced or digital mailroom.
What are mailroom services?
Mailroom services manage some or all of the work involved in receiving, opening, sorting, scanning, indexing and distributing incoming business mail. The scope is designed around your mail volume, handling needs and delivery process.
Does Polar Imaging provide a dedicated mailing address?
A dedicated Canada Post PO Box can be set up for mail collection. If you are transitioning from existing addresses, eligible mail forwarding and the timing can be discussed during planning.
Can mail be delivered to different people or departments?
Yes. We can index mail using agreed details and arrange secure delivery or routing to the right users or departments. Workflow automation, notifications and system connections can be considered when they fit the requirements.
How quickly will scanned mail be available?
Processing timing is agreed based on mail volume, document complexity, required handling and the service configuration. We will review your needs and confirm a practical service target during setup.
What happens to original documents?
Original mail handling is set by agreement. Depending on the item and service scope, originals may be retained temporarily, returned or forwarded, or securely destroyed after the agreed retention period. Special items such as cheques need defined handling instructions.
Is MailStream the same as Mailroom Services?
Mailroom Services describes the capabilities Polar Imaging can configure around your organization’s workflow. MailStream is a defined managed mail product that uses those capabilities. See MailStream details or contact us about a more tailored requirement.
Can we test the process before a full rollout?
Yes. We can discuss a focused pilot or proof of concept to validate intake, indexing, delivery and workflow requirements before expanding the service.
START WITH A CONVERSATION
Let’s make your mailroom easier to manage.
Tell us what arrives, where it needs to go and what your team wants to improve. We’ll help you identify a practical approach and the right next step.
If you have them handy, include an estimate of mail volume, number of locations and any special handling or system requirements.