The challenge
You’re an operations manager drowning in physical post. Or maybe you’re a records manager trying to enforce retention policies. Or a compliance officer dreading the next audit. The roles are different but the problem is the same: correspondence is flooding in from all over the place and managing it manually is unsustainable.
Delivery delays
Time-sensitive items sit undealt with until someone distributes them. The impact ranges from annoying bottlenecks to – in the case of statutory notices, complaints or contracts – significant risk.
Inconsistent, manual processes
Post is handled one way, email another, uploaded documents a third. Inconsistency and gaps only surface when something’s already gone wrong.
Lack of governance and traceability
Emails, scans and attachments are stored wherever they land, with no access controls or version history. When the auditor calls, records managers scramble to track down items.
Compliance is a struggle
Disconnected systems make it painful to meet document retention obligations and respond to regulatory requests. Compliance teams know this problem intimately.
The solution
FileSmart captures all your correspondence – letters through the post, emails and document uploads. The digital mailroom receives and digitises the mail, classifies everything, enriches it with metadata (so it’s structured and searchable) and routes mail to the right team instantly. Everything is treated with the same level of governance, regardless of incoming channel.
Paper post goes digital
We digitise your physical post so it can be ingested alongside emails and uploaded documents.
No more lost documents
Every item is structured, linked and stored securely in SharePoint with your retention policies and audit trails applied.
More time for your team
No manual distribution, no shared inbox sorting and no reliance on individuals.
One consistent process
One governed workflow handles everything from the moment an item arrives, to when it lands in the right hands.
Faster access to information
Time-sensitive items are routed immediately with clear SLAs and full traceability.
No additional infrastructure
Runs entirely within the Microsoft 365 environment your organisation already owns.
Feel the FileSmart difference
for your incoming mail
Every letter, email and document your organisation receives, sorted, filed and with the right person automatically. Items reach the right person without anyone forwarding or chasing. Retention labels, audit trails and access controls are applied automatically when a document enters the system – not retrospectively when someone remembers. Deadlines stop slipping because escalation is no longer dependent on a person noticing action needs to be taken.
For operations and
office managers
Post is no longer a manual process, it's an automated one. Items reach the right person without anyone sorting, forwarding or chasing.
For records and
compliance teams
Governance is built in at the point of capture. Retention labels, audit trails and access controls are applied automatically when a document enters the system.
For finance and
legal teams
Time-sensitive items are routed immediately with clear SLAs and full traceability. Deadlines stop slipping because escalation is no longer dependent on a person noticing.
For IT and digital
transformation leads
FileSmart runs entirely within the Microsoft 365 environment your organisation already owns. No new platforms or additional infrastructure, and no change resistance from users.