Digital Mail Solution

Why digitise your mailroom management processes

In today’s digital age, organisations are constantly seeking ways to optimise business processes and reduce reliance on paper-based information. However, managing large volumes of inbound paper-based mail continues to be a core part of many operational processes. With the rise of hybrid work, traditional paper-based information poses a challenge for a distributed workforce that needs secure, timely access to mail regardless of location.

Traditional mailroom management relies on manual systems and processes that are labour intensive and prone to human error, compromising information security, compliance requirements, and work efficiency. As organisations consider downsising and/or optimising real estate space, they need to streamline operations and connect data across business silos. This is where Iron Mountain digital mailroom services come in.

Enhance productivity with Digital Mail solutions

Iron Mountain Digital Mail solution is a software as a service (SaaS) offering that enables you to enhance operational efficiency by digitising physical mail and processing email automatically to provide secure access and retrieval for your employees, automating document-centric processes, and connecting your data across platforms.

Key business impacts of outsourcing to a digital mailroom include:

• 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
• Ensure compliance with regulatory guidelines

Security and compliance

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 centers 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
• ISO27001