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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 organizational silos

Physical mail contains vital organizational 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 jeopardizing 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 organization 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 solution transforms physical mail into actionable, digital assets, and automatically routes it to the intended recipient or designated workflow. 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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Digitize, automate and integrate your mail workflows with Iron Mountain Digital Mail

Transform your mailroom

Iron Mountain Digital Mail 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.

  • Convert your mail from physical to digital with an auditable chain of custody
  • Provide access to and receipt of mail in a secure repository anytime, anywhere, to authorised users through role-based permissions that you own and manage
  • Create opportunities 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
Iron Mountain Digital Mail solution

 

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 organizations report issues with getting the right information to the right person
    (Source: AIIM report, Implementing a Digital Workforce)

digital mail diagram
man working on laptop

Transform your mailroom with security and compliance

Rest easy; your information is safe with us.

We take security seriously. That’s why over 90% 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 digitization 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 organization'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

Digitized mail and routing

Digital mailrooms work through intelligent document processing (IDP).

Which includes

Digital mailroom

  • Scanning and digitization 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

Digital Mail plays a prominent role in these industries:

Public sector

Today’s environment is ever-changing and is causing significant disruption to federal, state, and local government agencies and educational institutions. Already faced with growing volumes of data in a variety of formats – both physical and digital – public sector organisations now have to make sure they can access that information at any time, from anywhere, all while ensuring security and privacy.

Digital Mail: accelerating business transformation

Learn how Iron Mountain's Digital Mail service works, what the payoffs are for customers and how information is protected and secured.

Digitizing the mortgage mailroom

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 Mail solution, this lender was able to cut through mounds of paper and red tape to meet the needs of its customers and industry partners.

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 organization 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 organization 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?

When mail arrives and automated routing rules don’t fully address the correct routing, Digital Mail smoothly reroutes it to the Exception Manager to review and appropriately reroute with intuitive tools. This streamlined workflow reduces disruptions, accelerates resolutions, and keeps operations running smoothly.

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