Digital Mail

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.

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.

Iron Mountain maintains comprehensive protocols for secure mail handling to help protect your organization's most sensitive information. Our secure facilities are equipped with 24/7 monitoring and strict access controls to manage the physical chain of custody. Every step of the mail digitization process is tracked, from the initial receipt of the envelope to the final secure destruction or storage of the physical asset.

We apply data governance for mail by using advanced encryption for all digital files at rest and in transit. This methodology is designed to support your efforts to meet stringent regulatory requirements for data privacy and information security. Our employees undergo comprehensive background checks and regular training on handling confidential data. We prioritize the protection of your intellectual property and customer information throughout the entire document lifecycle.

• Secure document digitization includes the use of audited scanning processes that maintain the integrity and legibility of every captured page.
• Compliant document processing protocols are designed to assist your organization in adhering to industry-specific regulations like HIPAA, GDPR, or other regional data privacy laws.
• The solution offers safe flexible disposition options, including secure shredding or long-term offsite storage, after the digitization process is successfully completed.
• Automated redaction capabilities can be applied to sensitive fields intended to help protect personally identifiable information before documents are shared with downstream users.

This structured approach is designed to help you avoid the risks of over-retention and simplifies the defensible destruction of records. We are committed to ensuring that your mail is handled with the highest level of professional care.

Virtual mailroom services are a key tool for organizations with employees working across various regional offices or from home. Traditional mailrooms (in-house) require physical presence to sort and distribute mail, which often leads to delays in time-sensitive communications. By digitizing mail at a central ingestion point, you provide all authorized employees with prompt access to their correspondence.

This remote access supports seamless business operations regardless of physical location. Teams can view, download, or route documents through a secure digital interface, mirroring the functionality of a physical office. This capability helps maintain productivity during office closures or relocations. It also mitigates the costs and security risks of forwarding physical mail to private residences.

• Enterprise digital mail services provide a unified portal where staff can manage their incoming documents without needing physical access to a mailroom.
• Hybrid mailroom solutions offer the flexibility to handle both physical and digital delivery needs based on specific department requirements or document types.
• Mailroom solutions are designed to reduce the administrative burden on your internal teams, allowing them to focus on core business functions instead of sorting envelopes.
• The system allows for automated routing based on predefined rules, ensuring that sensitive documents reach the correct recipient without human intervention.

Organizations can optimize their digital infrastructure by using the Iron Mountain Digital Mail Solution to manage their digitized mail. This centralized management improves visibility and control over mail  assets. It creates a robust foundation for building a truly digital workplace that is efficient, secure, and highly scalable.

Disposition options aligned with your organisation’s policies are available, including:

• Returning physical mail to you
• Storing physical mail in an Iron Mountain Record Center
• Securely shredding physical mail