Woman texting in the storage

Intelligent document processing and workflow automation

Digital Mailroom solution

It’s time to address your mail

Streamline mail operations and connect data digitally across organizational silos

We know that leaders like you try 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 labor intensive and prone to human error. As organizations consider downsizing and/or optimizing real estate space, they need to streamline operations and connect data across business silos. Iron Mountain can help.

Iron Mountain Digital Mailroom solution is a software as a service (SaaS) offering that enables you to enhance operational efficiency by digitizing physical mail to provide secure access and retrieval for your employees, automating document-centric processes, and connecting your data across platforms. We can even help you integrate check clearing.

Iron Mountain Digital Mailroom solution

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

Why should you implement a digital mailroom?

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. Iron Mountain Digital Mailroom can help you:
Interconnected in the cloud

Connect data across platforms

InSight users take 40% less time to find and retrieve documents and information.1 Integration with existing business systems such as email, Salesforce, and Microsoft Office suite allows you to connect data across platforms and business silos, feed into downstream processes and drive efficiency in your organization. You can even apply document retention rules to your documents through an available integration with Iron Mountain Policy Center solution.

Policy Center solution
safety and security

Provide secure access

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 its enterprise security framework. Your electronic information will be encrypted at rest, and during transmission across a secure network with access restricted by encryption keys that you own and manage. Role-based permissions enable authorized users to access the information that they need 24/7.
diverse partnership

Improve employee collaboration

Employee collaboration is easier with automated workflows built out based on key data. Exception processing allows you to control who can view and share stored digital documents. InSight users each save an average of 30 minutes per week, resulting in thousands of employee hours saved annually organization wide.1

graph

Drive operational efficiency

InSight users experience a 55% efficiency lift related to cataloging and understanding documents and information.1 Simplify decision making with dashboards that provide a visual display of data and metrics for you to interpret key information like routing accuracy, average time to delivery, volume of mail, and more.

facility 2

Downsize and/or optimize your real estate space

Leverage Iron Mountain scanning experts, processes and infrastructure to convert your inbound physical mail to digital through our extensive network of imaging centers with an auditable chain of custody. Our 75+ global supercenters allow us to quickly scale and meet your specific location requirements.
Document scanning
people 3

Consolidate vendors

Iron Mountain can help you manage the entire lifecycle of your mail. Once your physical mail has been digitized, we can help you with disposition. Options include returning mail to you, storing mail in an Iron Mountain Record Center, or securely shredding mail.
Secure shredding
Talk to an expert

How does a digital mailroom work?

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

  • After you instruct the postal service to redirect your mail, Iron Mountain will pick up the mail and transport it to our secure scanning facilities. Your physical mail never leaves Iron Mountain’s chain of custody.
  • Iron Mountain experts scan and automatically capture keywords for your mail so the digitized copies can be auto-routed to the intended recipient. You have the option to request additional keywords relevant to your organization to be captured.
  • You control who the final recipient is through exception processing.
  • Your electronic information will be encrypted at rest and during transmission across a secure network.
  • You can search and access digitized mail in our secure information management and content services platform, Iron Mountain InSight®.
  • Role-based permissions that you own and manage ensure only authorized users can view and share mail.
  • Iron Mountain can help you with disposing of your physical mail by storing, securely shredding, or returning it to you.
How Iron Mountain digital mailroom works

Industry examples:

Digital Mailroom plays a prominent role in multiple industries, including but not limited to:

Frequently asked questions

We’ve got your back with answers to some of our frequently asked Digital Mailroom 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 organization to maintain data security and privacy.

Who can access my mail?

Iron Mountain’s implementation team meets with your organization to learn how you wish 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 organizations 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’s digitized?

You’re 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 

We make it easy to get started.

By submitting this form I agree that Iron Mountain may process my data as described in Iron Mountain's privacy policy.

Contact us

paper and pen

Contact us

Fill out this form and an Iron Mountain specialist will contact you within one business day.
Get a quote
laptop profile screen

Login and bill pay

Log in to your account or learn how to create one.
Get started
customer service

Support center

Our Customer Support Center can help provide you with the quickest answers to your questions.
Get support
ringing telephone

Call sales

Connect with one of our knowledgeable representatives to address your specific solution needs.
800 - 899 - 4766