Digital Mail solution

Intelligent Document Processing and Workflow Automation solutions

Digital Mail

It’s time to address your mail. Never open another envelope.

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Streamline operations and connect data across business 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 labour 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.

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

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

Take a closer look at digital mailroom for government

  • 60–70%

    Of labor 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

man working on laptop

Security and compliance

Rest easy; your information is safe with us.

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 centres 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
  • And ISO27001
Learn more

Digital Mail solution features and benefits

Iron Mountain Digital Mail solution is a software as a service (SaaS) offering that allows organisations to access critical physical mail. This 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

  • 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 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.

Who can access my mail?

Iron Mountain’s Implementation team meets with your organisation to learn how your organisation wishes 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 is digitised?

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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