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InSight DXP

Digital Mail

Transform your mail. Accelerate your business

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Streamline mail operations and connect data digitally across organisational silos

Physical mail contains vital organisational information, from invoices to legal records. For distributed teams, however, manually managing this mail creates a major headache. It's expensive, error-prone, and a security risk. This not only delays crucial actions on important documents—potentially jeopardising finances and client relationships—but also prevents you from gaining key insights from data needed for essential workflows like mortgage approvals and claims. As your organisation gets bigger, these problems just get magnified, making it tough to scale your operations effectively.

Say goodbye to mail inefficiencies with Iron Mountain Digital Mail. Our software-as-a-service (SaaS)-based solution transforms physical mail into actionable, digital assets, and leverages AI-powered intelligent document processing (IDP) to automate document-centric workflows. In an end-to-end journey, we don’t just scan and hand over the documents. Unlike other solutions that stop there, our approach is truly comprehensive, spanning from physical receipt to disposition and integration into your business outcomes—all with an auditable chain of custody.

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Digitise, automate and integrate your mail workflows with Iron Mountain Digital Mail

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 labour 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 labour 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)

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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):

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

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With Digital Mail you’ll be able 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.

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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

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

Additional services we provide

Secure Storage

Preserve your important records with highly secure and compliant offsite storage

Secure Shredding Services

Destroy your paper-based records, plastics, and electronic media in a compliant, safe, and cost-effective way

Frequently asked questions

We’ve got your back with answers to some of our frequently asked Digital Mail questions.

How does Iron Mountain® Digital Mail Solution enhance organizational efficiency?

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 are the primary advantages of implementing digital mailroom services?

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?

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.

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