Automate mailroom workflows for improved collaboration
Employee collaboration is easier with automated mailroom workflows built out based on key data. Exception processing allows you to control who can view and share stored digital documents.
Intelligent document processing and workflow automation
Digital Mailroom Solution: Document Processing & Mailroom Workflow Automation
It’s time to address your mail
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- 60–70%
Of labour is spent on mail sorting
(Source: Mailing Systems Technology magazine) - 75%
Of organisations report issues with getting the right information to the right person
(Source: AIIM report, Implementing a Digital Workforce)
What is a Digital Mailroom?
A digital mailroom is a modern mailroom management solution designed to automate the processing of physical and digital mail. By leveraging document processing technology, paper-based mail is transformed into digital information, which is then sorted and routed to the intended recipient(s) and stored in a secure repository, improving efficiency, accessibility, and searchability.
Digital mailroom solutions include features such as audit trails for tracking mail movement, secure access to digital mail, and the ability to automate document-centric processes. By automating mailroom workflows, digital mailroom services help businesses cut the time and manpower required for mail processing, free up physical space for higher-value activities, and ensure compliance with data protection regulations.
How does a digital mailroom management solution work?
Iron Mountain’s Digital Mailroom services are as easy to set up as it is to use.
- After you instruct the postal service to redirect your mail, Iron Mountain will pick up the mail and transport it to our secure scanning facilities. Your physical mail never leaves Iron Mountain’s chain of custody.
- During document processing, Iron Mountain experts scan and automatically capture keywords for your mail so the digitised copies can be auto-routed to the intended recipient. You have the option to request additional keywords relevant to your organisation to be captured.
- You control who the final recipient is through exception processing.
- Your electronic information will be encrypted at rest and during transmission across a secure network.
- You can search and access digitised mail in our secure information management and content services platform, Iron Mountain InSight®.
- Role-based permissions that you own and manage ensure only authorised users can view and share mail.
- Iron Mountain can help you with disposing of your physical mail by storing, securely shredding, or returning it to you.
Features and benefits of digital mailroom services
Iron Mountain Digital Mailroom solution enables you to:
Convert physical mail to digital
Leverage Iron Mountain scanning experts, processes and infrastructure to convert your inbound physical mail to digital through our extensive network of imaging centres with an auditable chain of custody. Our 75+ global supercentres allow us to quickly scale and meet your specific location requirements.
Securely access and store your information
After processing, your digital documents are stored in Iron Mountain InSight®, an information management and content services platform that leverages the National Institute of Standards and Technology (NIST) Cyber Security Framework (CSF) as its enterprise security framework. Your electronic information will be encrypted at rest, and during transmission across a secure network with access restricted by encryption keys that you own and manage. Role-based permissions enable authorised users to access the information that they need 24/7.
Connect data across platforms
Integration with existing business systems such as email, Salesforce, and Microsoft Office suite allows you to connect data across platforms and business silos, feed into downstream processes and drive efficiency in your organisation. You can even apply document retention rules to your documents through an available integration with Iron Mountain policy centre solution.
Manage the entire lifecycle of your mail
Once your physical mail has been digitised, we can help you with disposition. Options include returning mail to you, storing mail in an Iron Mountain record centre, or securely shredding mail.
Unlock insights into your operational efficiency
Simplify decision making with dashboards that provide a visual display of data and metrics for you to interpret key information like routing accuracy, average time to delivery, volume of mail, and more.
Customer success stories
Mailroom modernisation: evolve with your organisation’s needs
For businesses, paper-based correspondence has always been predominant and reliable. Like clockwork, mail comes in and mail goes out. But all that incoming documentation needs timely and efficient distribution, acknowledgement, and action.
Traditional mailroom
Physical manual processes
The traditional mailroom is the entry point for large volumes of inbound physical mail that requires back-office operations to sort and distribute.
Traditional mailroom
- Delayed employee productivity to sort and deliver mail to the right person across departments
- Poor customer experience
- Potential compliance and regulatory ramifications
- Loss of sensitive information
- Greater challenges supporting a remote workforce
Digital mailroom
Digitised mail and routing
Digital mailrooms work through intelligent document processing (IDP).
Digital mailroom
- Scanning and digitisation of physical mail for web and mobile access
- Extraction of metadata for efficient search
- Validation and review
- Classification with AI/ML
- User access rules and routing
- Audit tracking for improved compliance
Intelligent mailroom
Automated mail processing, metadata extraction, and workflows
Intelligent mailrooms offer all the benefits of a digital mailroom through a content services platform (CSP).
Intelligent mailroom
- Content management
- Information governance
- Intelligent metadata extraction and enrichment
- Search and retrieve functionality
- Collaboration
- Mailroom workflow automation
- Federated multi-repository
- Optical character recognition (OCR) capabilities
Digital Mailroom plays a prominent role in these industries:
Public sector
Lead the way in records management, storage, shredding, and digitisation of data
Digitizing the Mortgage Mailroom
One of the nation's top mortgage lenders realized it needed a way to collect, digitize, categorize, disseminate, and defensibly destroy large amounts of mail. Find out how by taking the leap to Iron Mountain's Digital Mailroom solution, this lender was able to cut through mounds of paper and red tape to meet the needs of its customers and industry partners.
Frequently asked questions
We’ve got your back with answers to some of our frequently asked Digital Mailroom questions.
How does Iron Mountain make sure that mail is routed to the correct recipients?
Each user is assigned to a user group, and user groups combine with data security rules to ensure that mail is properly routed to the correct people. Iron Mountain’s Implementation team ensures that the proper roles and security are in place for your organisation to maintain data security and privacy.
Who can access my mail?
Iron Mountain’s Implementation team meets with your organisation to learn how your organisation wishes to handle mail: by department, floor, individual, etc.
Iron Mountain then sets up your users, user groups and data security rules to ensure that the proper people have access to the mail. Many organisations also have an administrator who can update this hierarchy if, for example, you are out of office, and need your mail temporarily rerouted.
What happens to our mail after it’s digitised?
You are able to select from several disposition options for your physical mail:
- Your physical mail is returned to you
- Your physical mail is stored in an Iron Mountain record centre
- Your physical mail is shredded
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