InSight DXP

Digital Mail

Transform your mail. Accelerate your business

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How it works
Security and compliance
Benefits

Streamline mail operations and connect data digitally across organisational silos

Physical mail contains vital organisational 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 jeopardising 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 organisation 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 software-as-a-service (SaaS)-based solution transforms physical mail into actionable, digital assets, and leverages AI-powered intelligent document processing (IDP) to automate document-centric workflows. 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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Digitise, automate and integrate your mail workflows with Iron Mountain Digital Mail

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What is a digital mailroom?

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

Traditional mailrooms rely on manual systems and processes that are labour intensive and prone to human error. As organisations consider downsising and/or optimising real estate space, they need to streamline operations and connect data across business silos. Iron Mountain can help.

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Take a closer look at digital mailroom for government

60–70%
Of labour is spent on mail sorting
(Source: Mailing Systems Technology magasine)
75%
Of organisations report issues with getting the right information to the right person
(Source: AIIM report, Implementing a Digital Workforce)

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Transform your mailroom with security and compliance

Rest easy; your information is safe with us. We take security seriously. That’s why 95% of Fortune 1000 companies trust Iron Mountain with their critical and sensitive records. We’ve been securing sensitive data for more than 75 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 digitisation 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 organisation'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.

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

Digital mailroom

Digitised mail and routing

Digital mailrooms work through intelligent document processing (IDP).

Which includes

Digital mailroom

Scanning and digitisation 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

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

Additional services we provide

Secure Storage

Preserve your important records with highly secure and compliant offsite storage

Secure Shredding Services

Destroy your paper-based records, plastics, and electronic media in a compliant, safe, and cost-effective way

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Transform information chaos into strategic advantage

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Digital Mail

InSight DXP overview

Streamline mail operations and connect data digitally across organisational silos

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What is a digital mailroom?

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Transform your mailroom with security and compliance

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With Digital Mail you’ll be able to:

Mailroom modernisation: evolve with your organisation's needs

Traditional mailroom

Traditional mailroom

Digital mailroom

Digital mailroom

Intelligent mailroom

Intelligent mailroom

Additional services we provide

Secure Storage

Secure Shredding Services

Related resources

Transform information chaos into strategic advantage

Digital solutions

Intelligent document processing and workflow automation | Digital business

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Streamline mail operations and connect data digitally across organisational silos

What is a digital mailroom?

Transform your mailroom with security and compliance