A woman smiling as she uses her computer to access digitised documents and mail that has been processed by Iron Mountain, demonstrating the effectiveness of digital mailroom solutions in managing and automating mailroom workflows.

InSight DXP

Digital Mail Solution: Document Processing & Mailroom Workflow Automation

It’s time to address your mail

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Why digitise and automate your mailroom workflow

Overwhelmed by the constant influx of paper mail and documents? As a leader, you must understand the importance of streamlining mailroom workflow and reducing the associated costs. With the prevalence of hybrid and remote work in Hong Kong, paper-based mail poses a significant challenge for your distributed workforce that needs secure, timely access to mail regardless of location.

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

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

Digital mailroom services to automate your workflow

Iron Mountain Digital Mail solution is a software as a service (SaaS) offering that enables you to enhance operational efficiency by digitising physical mail and processing the documents to provide secure access and retrieval for your employees, automating document-centric processes, and connecting your data across platforms.

With Iron Mountain’s digital mailroom management solution, you can:

  • Convert your mail from physical to digital with an auditable chain of custody
  • Provide access to and receipt of mail in a secure repository anytime, anywhere, to authorised users through role-based permissions that you own and manage
  • Create opportunities 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
Iron Mountain Digital Mail solution

 

Take a closer look at digital mailroom for government

  • 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 Mail?

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 Iron Mountain’s digital mailroom management solution works to automate your mailroom workflow, from picking up your rerouted paper mail, to document processing and paper disposition
A man accessing digitised mails and documents that has been processed by Iron Mountain on his laptop, demonstrating the effectiveness of digital mailroom services in managing and automating mailroom workflows.

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 and processing at our scanning centres, 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):

  • HIPAA
  • FedRAMP/FISMA
  • GDPR
  • Soc 2 Type II
  • ISO27001

Learn more

Features and benefits of digital mailroom services

Iron Mountain Digital Mail solution enables you to:

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.

Storage icons

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. 

This can result in

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 
Digitized mail and routing

Digital mailroom

Digitised mail and routing 

Digital mailrooms work through intelligent document processing (IDP). 

Which includes

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

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). 

Which includes

Intelligent mailroom

Digital Mail plays a prominent role in these industries:

Public sector

Lead the way in records management, storage, shredding, and digitisation of data

Digital Mail: accelerating business transformation

Learn how Iron Mountain's Digital Mail service works, what the payoffs are for customers and how information is protected and secured.

Digitising the mortgage mailroom

One of the nation's top mortgage lenders realised it needed a way to collect, digitise, categorise, disseminate, and defensibly destroy large amounts of mail. Find out how by taking the leap to Iron Mountain's Digital Mail 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 Mail 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 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?

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

We make it easy to get started.

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