Setting up Automatic Mail Scanning and Destruction

This is part of a series about setting up automatic mail processing rules on your account.

Other rules you can choose to set up for your mail include:

Automatic Mail Scanning

Automatic Mail Scanning and send to email

Automatic Mail Forwarding

Setting up the rule

Key points: 

  1. Will automatically destroy mail if it is successfully scanned.
  2. Mail is held for 7 days prior to destruction in order for you to request an item to be recovered
  3. If our staff detect that the mail contains something like a new bank card or cheque, we will override the destroy command and you will be notified. 

If you would like to have your mail automatically scanned whenever it arrives in our office, all you need to do is set the rules in your mailbox.

To get to the rules, you will need to use the drop down box at the top right of the screen to get to your Mailbox.

The Mailbox is where you can get a summary of your address, folders, and the people on your account.  It's important that you add the names of everyone who will be receiving mail through your account here!


Once you're on the Mailbox page, click the 'rules' link.

On this page, you can set up all rules for your account!  In this article, we'll go over setting up automatic mail scanning.

Number 1 in the image below are your sorting rules.  This is simply to tell us where to sort your mail to when it arrives, and lets you put mail into different folders.  We have another article that goes into more detail about the setting up your folders here.

Number 2 is what will allow you to set up automatic mail scanning.  Simply click the 'add new folder rule' button.  This will give you several drop down options that will allow you to fully customise how you use our services.

In this example, We'll switch on automatic scanning for the 'catch all' folder.  Your selection will look like this.  Once you're happy with the rule, just click the 'add rule' button.

After setting up the rule to scan your mail, you need to set up a secondary destruction rule as below.

When this rule is set, it means that the mail will be destroyed automatically once the scan is complete. Note - the auto destroy feature only applies to letters eg. large documents & parcels will not be automatically queued for destruction. 

PLEASE NOTE:  If our staff notice that the mail contains something like a new bank card or cheque, we will override the destroy command and keep the letter.  You can then request us forward that item to you, or if you still want it destroyed just email us with written confirmation to destroy it.


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