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Intelligent document processing and workflow automation

Digital Mailroom solution

It’s time to address your mail

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Streamline mail operations and connect data digitally across organisational silos

We know that leaders like you try 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.

Digitize and automate your mailroom workflows with Iron Mountain Digital Mailroom service

What is a digital mailroom?

Iron Mountain digital mailroom 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.

Traditional mailrooms rely on manual systems and processes that are labor intensive and prone to human error. As organisations consider downsising and/or optimising real estate space, they need to streamline operations and connect data across business silos. Iron Mountain can help.

Take a closer look at digital mailroom for government

  • 60–70%

    Of labor is spent on mail sorting
    (Source: Mailing Systems Technology magasine)

  • 75%

    Of organisations report issues with getting the right information to the right person
    (Source: AIIM report, Implementing a Digital Workforce)

How does a digital mailroom work?

Iron Mountain digital mailroom solution is 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.
  • 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.
How Iron Mountain digital mailroom works
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Transform your mailroom with security and compliance

Rest easy; your information is safe with us. We take security seriously. That’s why 95% of Fortune 1000 companies trust Iron Mountain with their critical and sensitive records. We’ve been securing sensitive data for more than 70 years, and provide services across a wide range of industries in more than 60 countries.

From picking up your rerouted paper mail in our secure trucks for digitisation at our scanning centers, to auto-routing your mail to intended recipients, and disposing of your paper mail in the manner you request (securely storing, shredding, or returning mail to you), your documents are secure with Iron Mountain.

That’s because they’re digitally 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):

  • GDPR
  • Soc 2 Type II
  • ISO27001

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Features and benefits

Iron Mountain Digital Mailroom solution enables you to:
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Automate mailroom workflows for improved collaboration

Employee collaboration is easier with automated workflows built out based on key data. Exception processing allows you to control who can view and share stored digital documents.
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Digitise your mail

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.
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Securely access and store your information

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 & manage. Role-based permissions enable authorised users to access the information that they need 24/7.
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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.
Policy center solution
Manage the entire lifecycle of your mail

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 Records Centre, or securely shredding mail.
Secure shredding
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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.
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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.

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Traditional mailroom

Physical manual processes
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Traditional mailroom

The traditional mailroom is the entry point for large volumes of inbound physical mail that requires back-office operations to sort and distribute. This can result in:

  • 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
Digitized mail and routing

Digital mailroom

Digitised mail and routing
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Digital mailroom

Digital mailrooms work through intelligent document processing (IDP), which includes:

  • 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

Intelligent mailroom

Automated mail processing, metadata extraction, and workflows
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Intelligent mailroom

Intelligent mailrooms offer all the benefits of a digital mailroom through a content services platform (CSP), which includes:

  • Content management
  • Information governance
  • Intelligent metadata extraction and enrichment
  • Search and retrieve functionality
  • Collaboration
  • Workflow automation
  • Federated multi-repository
  • Optical character recognition (OCR) capabilities

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 you wish 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’re 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 Center
  • Your physical mail is shredded 
What happens to our mail after it’s digitised?
What happens to our mail after it’s digitised?
What happens to our mail after it’s digitised?

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