Digital Mailroom Solution

It's time to address your mail
Digital Mailroom

Digital Mailroom Solution

It's time to address your mail
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MANAGE YOUR ORGANIsATION’S MAIL WITH EASE AND SPEED

Organisations are trying to go “paper free,” but that isn’t fully possible when paper-based mail continues to arrive and your employees struggle to manage large volumes of inbound physical mail every month. On top of that, the rise in remote workforces makes it difficult to deliver paper mail to the correct owner, which can cause productivity delays.

Whether you plan on going back to the office, remaining virtual or a combination, freeing yourself from receiving and distributing physical mail is critical to move forward. Iron Mountain can help.

Transform Your Mailroom

Iron Mountain Digital Mailroom solution is a software as a service (SaaS) offering that provides authorised employees to easily access and receive digitised versions of critical business mail – anytime, anywhere.

  • Securely access your digitised mail in the cloud
  • Boost collaboration and productivity through automated workflows
  • Integrate with existing systems such as email, Salesforce, and Microsoft Office suite
  • Reduce your physical footprint and related real estate expenditures
  • Pay one affordable, predictable monthly price
Premium Content Datasheets and Brochures Iron Mountain® Digital Mailroom Service

Iron Mountain® Digital Mailroom Service

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Jumpstart your digital transformation

Accelerate your digital transformation journey in 5 steps

How It Works

Iron Mountain Digital Mailroom solution is as easy to set up as it is to use.

  1. Instruct the postal service to redirect your mail to Iron Mountain secure facilities
  2. Our experts scan and automatically capture keywords for your mail
  3. You can search, access and auto-route digitised mail in our information management and content services platform, Iron Mountain Insight®
  4. Only authorised people can view and share mail, with smart distribution
Digital mailroom diagram

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.

Click on the boxes below to learn more about the three types of mailrooms and how you can modernise yours.

Digital Mailroom traditional

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
Digital Mailroom digital

Digital mailrooms with smart routing backed by content services platform (CSP) which includes:

  • Scanning and digitisation of physical mail for web and mobile access
  • Content management
  • Search and retrieve functionality
  • Optical character recognition (OCR) capabilities
  • Extraction of metadata for efficient search
  • Collaboration
  • Validation and review
  • User access rules and routing
  • Audit tracking for improved compliance
Digital Mailroom intelligent

Intelligent mailrooms offer all the benefits of a digital mailroom through intelligent document processing (IDP), which includes:

  • Information governance
  • Intelligent metadata extraction and enrichment
  • Classification with AI/ML
  • Workflow automation
  • Federated multi-repository
  • Analytics

DIGITAL MAILROOM SOLUTION FEATURES AND BENEFITS

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

digital-mailroom-icon-digitize

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 centers.

digital-mailroom-icon-store

Securely Access and Store Your Information

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.
digital-mailroom-icon-search

Find What You Need, When You Need It

Using optical character recognition (OCR) technology, the contents of your documents will be completely searchable by text or index, available for many file types and in 50+ languages.
digital-mailroom-icon-automate

Automate Mailroom Workflows for Improved Collaboration

Employee collaboration is easier with automated workflows built out based on key metadata. Get more from your mailroom with integration options such as SSO, Outlook and Gmail.
digital-mailroom-icon-unlock

Unlock Insights

View and interpret key information with dashboards that provide a visual display of data and metrics for powerful insights.
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Full Lifecycle Management of 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 Center, or securely shredding mail.

Frequently Asked Questions

Each user is assigned to a user group, and user groups combine with metadata 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 your organisation wishes to handle mail: by department, floor, individual, etc.

Iron Mountain then sets up your users, user groups and metadata 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.

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 center
  • Your physical mail is shredded

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Additional Services We Provide

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IT Asset Recycling & Disposition

Prioritise security, sustainability and brand protection with an ISO certified e-waste recycling and disposition program.

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Iron Mountain Insight Enterprise Edition

Leverage powerful AI & ML capabilities powered by Google to mine your data and uncover new revenue stream opportunities and cost savings.

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Records and Media Storage

Securely store your physical and electronic records, media tapes, vital records and other assets offsite, with easy access when needed.

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Secure Shredding Services

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

Contact Iron Mountain

Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience

business women

Contact Iron Mountain

Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience