Streamline operations
AI-powered automation extracts key data, automatically routes mail, and seamlessly integrates mail data into your core business processes and systems
Digital Mail 
Streamline mail operations and connect data digitally across organisational silos
Leaders like you have been trying to remove, or at least reduce, paper-based information from business processes. But it’s impossible to remove paper from your workplace when paper-based mail keeps coming and continues to be a core part of your operational processes. Access to paper-based mail is an even bigger challenge when you have a distributed workforce that needs secure timely access to their mail regardless of their location.
Traditional mailrooms rely on manual systems and processes that are labor intensive and prone to human error. As organisations consider downsizing and/or optimising real estate space, they need to streamline operations and connect data across business silos. Iron Mountain can help.
Digitise and automate your mailroom workflows with Iron Mountain digital mailroom service
How does Digital Mail work?
Digital Mail is as easy to set up as it is to use. Our complete end-to-end solution handles everything from mail pickup to disposition, all with an auditable chain of custody.
- Mail redirection & pickup – After redirecting your mail to a designated postal service location, Iron Mountain securely collects and transports it
- Digitisation & storage – Your mail is digitised by our vetted, extensively trained employees and stored in our secure cloud platform, Iron Mountain InSight® Digital Experience Platform (DXP).
- Classification & routing – Digital Mail is categorised by document type, keywords are extracted, and mail is auto-routed to recipients or workflows based on your business rules. You can request additional custom keywords to enhance accuracy.
- Exception processing – Mail that isn’t auto-routed is flagged for manual review by your Exception Manager, facilitating proper handling.
- Secure role-based permissions – Digital mail is encrypted at rest and in transit across a secure network. Role-based permissions allow only authorised users to view and share mail. Users can search and access digitised mail in our secure cloud platform.
- Lifecycle management – We offer flexible disposition options for your physical and digital assets, including storage, securely shredding, or returning digitised mail back to you.
See the solution in action
With Digital Mail you’ll be able to:
Provide secure access
Role-based access allows authorised users to collaborate more effectively, from anywhere
Get operational insights
Dashboards show a visual display of performance metrics and trends
Reduce costs
Minimise capital expenditure and total cost of ownership with a scalable solution
Accelerate financial transactions
Automate critical workflows—such as invoice, check, and claims processing, mortgage post-close validation, and loan origination support—to expedite check depositing and general ledger account posting.
Consolidate vendors
Iron Mountain manages the entire lifecycle of your mail—from intake and integration to final disposition
Transform your mailroom
Iron Mountain Digital Mail solution is a software as a service (SaaS) offering that enables you to enhance operational efficiency by digitising physical mail to provide secure access and retrieval for your employees, automating document-centric processes, and connecting your data across platforms.
- Convert your mail from physical to digital with auditable chain of custody
- Provide access to and receipt of mail in a secure repository anytime, anywhere to authorised users through role-based permissions you own and manage
- Create opportunity for automation and collaboration of document-centric processes
- Gain operational insights and drive efficiency by connecting data across business silos
- Reduce your physical footprint and related real estate expenditures
- Consolidate vendors by utilising an end-to-end solution
Mailroom modernisation: evolve with your organisation's needs
Iron Mountain Digital Mail solution enables you to:
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
- Workflow automation
- Federated multi-repository
- Optical character recognition (OCR) capabilities
In hindsight, we made a wise and profitable choice.
Rapid, accurate document processing is vital to healthcare, and it all starts in the mailroom.
Security and compliance
We take security seriously, that’s why 95% of the Fortune 1,000 companies trust Iron Mountain with their critical and sensitive records. We have been securing sensitive data for 70+ years and provide services across a wide range of industries in over 60 countries. You can rest easy knowing that your information is safe in our end-to-end solution - from picking up your rerouted paper mail in our secure trucks for digitisation at our scanning centers to auto-routing your mail to the intended recipient and disposing of your paper mail in the manner you request (securely storing, shredding, or returning mail to you).
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 our enterprise security framework. Iron Mountain InSight® complies with industry standards including but not limited to:
- HIPAA
- FedRAMP/FISMA
- GDPR
- Soc 2 Type II
- ISO27001
Learn more about the security of Iron Mountain InSight®
Industry examples:
Digital Mail plays a prominent role in multiple industries, including but not limited to:
Additional services we provide
How implementing an intelligent Digital Mail Solution future-proofs your business
As more businesses embrace digital platforms and seek a paperless or paper-lite future, you need a system to convert the remainder of your necessary paper-based infrastructure to electronic data.
Digitize, automate, and integrate your mail workflows with Iron Mountain Digital Mail
Learn how an intelligent Digital Mail service allows you to easily and quickly search your digitised mail from one central, secure location while improving collaboration through approval workflow capabilities.
Offsite Tape Vaulting
Protect your media and data at all times with an auditable chain of custody
Data Restoration and Migration Services
Discover, migrate, and restore your data with this fully managed tape-to-cloud service
Secure Document Shredding
Destroy your paper-based records securely in a safe and compliant way
Frequently asked questions
We’ve got your back with answers to some of our frequently asked Digital Mail questions.
How does Iron Mountain make sure that mail is routed to the correct recipients?
Each user can be assigned an individual Mailbox and/or be part of a user group tailored to specific tasks and document types. Mail is identified and routed based on data security rules designed to direct it to the appropriate individual or team. Iron Mountain’s implementation team works closely with your organisation to establish the appropriate roles, routing logic, and security measures needed to maintain data protection and privacy.
What is a virtual mail room?
A virtual mail room (sometimes called a digital mailroom service) is an outsourced service that digitises an organisation’s incoming mail. The provider receives the mail at a secure facility, opens and scans each item, and creates digital copies. Recipients then access and manage their correspondence through an online platform, enabling organisations and remote staff to manage mail securely without maintaining an on-site mailroom.
Who can access my mail?
Iron Mountain’s implementation team meets with your organisation to learn how you wish to handle mail: by individual, department, or a specific workflow.
During implementation, Iron Mountain configures your users, user groups, and data security rules, providing the proper people with access to the mail. Out of office forwarding automatically reroutes mail or tasks to a colleague.
What happens to mail that doesn’t follow standard routing rules?
When mail arrives and automated routing rules don’t fully address the correct routing, Digital Mail smoothly reroutes it to the Exception Manager to review and appropriately reroute with intuitive tools. This streamlined workflow reduces disruptions, accelerates resolutions, and keeps operations running smoothly.
Does Digital Mail support outbound mail?
What happens to our mail after it’s digitised?
What are digital mail services?
Digital mail services refer to the digitisation and automation of an organisation’s mail processes. In practice, this means scanning incoming physical mail, converting it into electronic documents, and routing it through software that categorises and delivers it to the correct recipients or workflows. Staff can then access and manage mail online instead of on paper.
How does a digital mail solution increase productivity?
Traditional mailrooms can consume up to 70% of labour on sorting alone. A digital mail solution automates scanning and routing, so correspondence reaches the right recipient without delay. This reduces repetitive manual work, shortens distribution times, and allows employees to focus on higher-value tasks — resulting in measurable productivity gains across the organisation.
What is mail automation?
Mail automation automates incoming and outgoing processes with minimal human input. Intelligent document processing—such as scanning and data capture—digitises mail, then indexes, classifies, and routes it to the correct recipients or workflows. This streamlines mail handling and lowers the risk of manual error.
What is the purpose of a digital mail room?
A digital mail room digitises correspondence at receipt and integrates it into business workflows. It automatically directs information to the correct recipients, applies compliance controls, and removes risks tied to manual distribution. Its role is to ensure mail remains secure, accessible, and actionable in real time across the organisation.
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