Inbound mail digitisation. Physical mail returning to a client, whether that is completed application forms, order sheets, returned direct mail, or response cards, is opened, scanned, indexed and captured.
Data-Driven Innovation
Digitise
Turn paper-based inputs into structured digital data. From inbound forms and applications to response mechanisms and returned mail, we capture the data at source and route it into the systems that need it.
Where Digitise fits
Paper does not go away in regulated industries and direct communication programs. Application forms come back through the post. Physician orders arrive by fax and printed order sheets. Response cards return from acquisition campaigns. Returned mail needs to feed suppression files back into the source database. In every case there is a structured digital record hiding inside the physical piece, and the value only lands when it is captured accurately and delivered into the right system on time.
Reacon's Digitise service turns those physical inputs into clean, structured digital data. It sits alongside our mailhouse and print operations, which means the same team handling outbound sends can also handle inbound returns, closing the loop on the campaign.
What we do
Form and application processing. Structured fields on the returned piece are read using a combination of OCR (optical character recognition), ICR (intelligent character recognition) for hand-completed fields, and manual quality-checked capture where accuracy matters.
Data capture and validation. Captured data is validated against expected formats, cross-referenced against source files, and flagged where fields are missing, ambiguous or non-compliant. Errors surface before the data hits the client's downstream system.
Suppression and return-mail processing. Return-to-sender mail is captured at address level and turned into a clean suppression file that feeds back into the source database, protecting future send costs.
Physician and agent sample tracking. Where a sampling or ordering program requires physical order forms, we digitise the incoming orders, verify against the eligible-participant list (for example AHPRA identifiers for physician sampling), and feed the captured data into the client's stock, dispatch and audit systems.
Integration and routing. Captured data is delivered into the client's CRM, campaign management platform, or ordering system via secure file transfer, API integration through existing endpoints, or scheduled batch delivery, depending on how the client operates.
What we do not do
Where a client needs a broader platform build, we work with their existing technology partner or refer to a specialist within our Westman Group network.
- We do not build custom CRM platforms or standalone data-capture SaaS products
- We do not sell an off-the-shelf digitisation platform under a licence
- We do not take on client system integration work outside the scope of the campaigns or programs we are running
When Digitise matters
Digitise pays back where the current process is manual, error-prone or hidden. Common triggers we see:
- A direct marketing program returns 5-figure quantities of response cards that a client team is manually keying into a spreadsheet
- A regulated sampling program requires audit trail on every physical order, and the current process is a paper filing cabinet
- A financial services application program relies on returned paper forms, and a scan of the industry indicates same-day capture is now expected
- Return-to-sender mail is discarded rather than fed back into the source database, and next campaign wastes cost on undeliverable addresses
Certified where it counts
ISO 9001
Quality management
ISO 27001
Information security
PCI DSS
Payment card data handling
HACCP
Food safety for packaging
Digitise runs under our ISO 27001 information security management system, which matters when the physical piece contains customer, patient or financial information.
How to get started
Send a brief through the contact form or start-an-order page describing the current inbound volume, the destination system, and the accuracy requirement. An account lead will scope the work and issue a quote.