Digital Mailroom Services

Go paperless. Launch your company into the digital age with Iron Mountain’s Digital Mailroom Services.
Digital Mailroom

Digital Mailroom Services

Go paperless. Launch your company into the digital age with Iron Mountain’s Digital Mailroom Services.
  1. Secure document scanning services
  2. Digital Mailroom Services

The challenge:

A typical workplace with a physical mailroom can pose its own set of unique challenges.

Mail can be mismanaged, easily getting lost as it’s delivered from person to person. Crucial letters can suddenly disappear without a trace. Especially for an office that is decentralised, it can be difficult to keep tabs on where a physical document is at all times.

In addition, with most organisations, using dual channels of physical mail and email, employees can find it frustrating trying to locate a piece of data through multiple channels.

How does a digital mailroom work?

A digital mailroom improves the way that a physical mailroom works by offering a more convenient process of introducing information to your workplace.

Instead of having to open your own mail and sort through its contents, a digital mailroom service converts your documents into digital files and uploads them onto a secure server. Your organisation and your employees can access these files at any time, reducing the need for paper records.

By having one central place to access these documents, ensure that your important data won’t get lost or fall into the wrong hands.

Easy access to information: The difference between digital and physical mailrooms

The biggest difference between a digital and physical mailroom is in the name itself. A digital mailroom takes every piece of information that you are sent — whether that’s in the form of paper invoices, faxes, and other types of media formats — and digitises them.

Paper mailrooms are an outdated process. With more and more offices becoming decentralised and increasingly remote, having one central place to receive mail is no longer the best possible option. Digitising a mailroom allows everyone, wherever they are located, easy access to the day’s incoming mail.

In addition, paper based information can have the added difficulties of taking up physical space, making moving them around a time consuming task. Don’t be bound by the limitations of having a physical mailroom.

Make the switch to a digital mailroom to streamline your company’s workflow.

Digital mailroom workflow process

In a typical physical mailroom, mail is received and then redirected to different people and places.

Digital mailrooms, on the other hand, work a little bit differently. Here’s an example of how a new mail shipment goes through the system:

1. Redirect mail

  • Once you sign up for Iron Mountain’s digital mailroom service, your mail will be forwarded to one of our facilities to start the process. This keeps your workspace clean and paper-free.

2. Receive and open mail

  • At our facility, Iron Mountain will receive and open your inbound mail from the postal service at our secure facilities in preparation for scanning.

3. Mail gets sent to Iron Mountain scanning centre

  • Your organisation’s mail gets transferred to Iron Mountain’s scanning centre on- site. We’ll handle the digitisation process in preparation for your use.

4. Document preparation

  • Document scanning
    • Once you sign up for Iron Mountain’s digital mailroom service, your mail will be forwarded to one of our facilities to start the process. This keeps your workspace clean and paper-free.
  • Quality assurance
    • We make sure that your document scans are properly formatted and are converted to an easily accessible and readable file.
  • Indexing and indexing verification
    • Your digital documents are properly organised in a way that is quick to find and access.

5. Processing scanned documents

  • Our system performs a full text optical character recognition (OCR) process, where all of the text on your documents are catalogued. Simply search for a keyword or phrase in your mail and our system will pull the most relevant documents for your perusal.

6. Documents uploaded

  • Now that your mail has been completely digitised and interpreted by our system, they are ready to be uploaded to our secure cloud storage system. Boasting a robust search engine, role-based access control and online access at all times, Iron Mountain’s storage system will keep your information safe from prying eyes.

7. Documents stored or shredded as per your request

  • Choose to store your physical mail in our secure facilities or have us shred them in compliance with regulations.

Benefits of a digital mailroom

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Search through your mail quickly

Say goodbye to searching through stacks and stacks of paper documents for one piece of information.

Iron Mountain’s digital mailroom uses optical character recognition (OCR) technology through Google Cloud Vision API, which allows you to search through the contents of your documents with ease. Simply search through scanned files by text or index and find the record that you’re looking for in seconds.

Our services are offered for many file types and work with 50+ languages.

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Securely protect your information

Rest assured that your data will be protected from beginning to end.

Once scanned, your electronic information will be encrypted at rest. When they are transmitted, these files will be restricted by access through the use of encryption keys that only you own and manage. Role-based permissions enable authorised users to access only the information that they need.

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Organise your workspace

By digitising your physical mail, you can save the space that you would have otherwise used for storage for other means.

Go paperless and reduce the amount of clutter taking up your workspace.

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Work from anywhere

Now that many staff members are working remotely and need access to information, organisations can ensure compliance and governance while ensuring secure access to mailroom files.

Complimentary services

Once you subscribe to Iron Mountain’s digital mailroom service, you are also automatically given the option to use the following services:

Secure storage service

If you would like to keep the original documents that you received in the mail, your organisation doesn’t have to find another storage service to use — Iron Mountain is able to transfer these files to our secure storage site to keep your workspace paper-free.

When you would like to access your mail, simply fill out a request through our online portal and we’ll deliver the physical originals to the location of your choice. This way, your original files are never too far — they’re simply a click away.

Secure shredding service

At the end of your physical documents’ life cycle, Iron Mountain can help you destroy them in compliance with federal regulations.

Our secure shredding services will ensure that your information is completely removed, keeping your organisation’s and your customers’ data completely protected.

Choose Iron Mountain for your digital mailroom solution

With the Iron Mountain Digital Mailroom service you’ll gain the benefits of best-in-class technology, while avoiding capital investment and IT burden.

You’ll leverage our ability to link your physical and electronic records, wherever they reside, our industry best-practice processes, facilities and personnel and our 65+ years of experience protecting customers’ information security and privacy.

Learn more about Digital Mailroom with this Solution Brief.

Digital Mailroom Servie First Page | Iron Mountain

Download the Solution Brief

Additional Services We Provide

Iron Cloud Data Management

Iron Cloud Data Management

 Your trusted partner to realise your comprehensive data management strategy. 
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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.

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

Determine if Iron Mountain’s document storage service is right for you by talking to one of our Customer Service representatives.
contact us

CONTACT IRON MOUNTAIN

Determine if Iron Mountain’s document storage service is right for you by talking to one of our Customer Service representatives.