Automate mailroom workflows for improved 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.
It’s time to address your mail
Of labor is spent on mail sorting
(Source: Mailing Systems Technology magazine)
Of organizations report issues with getting the right information to the right person
(Source: AIIM report, Implementing a Digital Workforce)
Iron Mountain Digital Mailroom solution enables you to:
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.
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.
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 authorised users to access the information that they need 24/7.
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.
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.
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.
Find out how one of the largest states in the US used the dramatic increase in unemployment claims caused by the pandemic as an opportunity to streamline its mailroom operations, leading to a more efficient intake process and quick customer service when it counted most.
As one of the most highly regulated industries, insurance and paperwork go hand in hand. Learn how a top US insurance provider handled the mix of physical and digital claims coming in and managed to improve process time and the customer experience, all while reducing cost.
One of the nation's top mortgage lenders realized it needed a way to collect, digitize, categorize, disseminate, and defensibly destroy large amounts of mail. Find out how by taking the leap to Iron Mountain's Digital Mailroom solution, this lender was able to cut through mounds of paper and red tape to meet the needs of its customers and industry partners.
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.
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:
Digitized mail and routing
Digital mailrooms work through intelligent document processing (IDP), which includes:
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:
Learn how an intelligent digital mailroom service can help your organization reduce paper-based mail burdens and empower your employees wherever they are.
Lead the way in records management, storage, shredding, and digitization of data
I previously wrote an article in 2019 discussing health information exchange (HIE) and how it can play a big role in integrated care.
We’ve got your back with answers to some of our frequently asked Digital Mailroom questions.
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.
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.
You’re able to select from several disposition options for your physical mail:
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