A woman smiling as she uses her computer to access digitised documents and mail that has been processed by Iron Mountain, demonstrating the effectiveness of digital mailroom solutions in managing and automating mailroom workflows.

InSight DXP

Digital Mail Solution: Document Processing & Mailroom Workflow Automation

It’s time to address your mail

Why digitise and automate your mailroom workflow

Overwhelmed by the constant influx of paper mail and documents? As a leader, you must understand the importance of streamlining mailroom workflow and reducing the associated costs. With the prevalence of hybrid and remote work in Hong Kong, paper-based mail poses a significant challenge for your distributed workforce that needs secure, timely access to mail regardless of location.

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

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Digitize and automate your mailroom workflows with Iron Mountain Digital Mail service

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Digital mailroom services to automate your workflow

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 the documents to provide secure access and retrieval for your employees, automating document-centric processes, and connecting your data across platforms.

With Iron Mountain’s digital mailroom management solution, you can:

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

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Take a closer look at digital mailroom for government

What is a Digital Mail?

A digital mailroom is a modern mailroom management solution designed to automate the processing of physical and digital mail. By leveraging document processing technology, paper-based mail is transformed into digital information, which is then sorted and routed to the intended recipient(s) and stored in a secure repository, improving efficiency, accessibility, and searchability.

Digital mailroom solutions include features such as audit trails for tracking mail movement, secure access to digital mail, and the ability to automate document-centric processes. By automating mailroom workflows, digital mailroom services help businesses cut the time and manpower required for mail processing, free up physical space for higher-value activities, and ensure compliance with data protection regulations.

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How Iron Mountain’s digital mailroom management solution works to automate your mailroom workflow, from picking up your rerouted paper mail, to document processing and paper disposition

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A man accessing digitised mails and documents that has been processed by Iron Mountain on his laptop, demonstrating the effectiveness of digital mailroom services in managing and automating mailroom workflows.

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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 and processing at our scanning centres, 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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Features and benefits of digital mailroom services

Iron Mountain Digital Mail solution enables you to:

Customer success stories

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
Mailroom workflow automation
Federated multi-repository
Optical character recognition (OCR) capabilities

Digital Mail plays a prominent role in these industries:

Public sector

Lead the way in records management, storage, shredding, and digitisation of data

Digital Mail Solution: Document Processing & Mailroom Workflow Automation

Overview

Why digitise and automate your mailroom workflow

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Digital mailroom services to automate your workflow

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What is a Digital Mail?

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Transform your mailroom with security and compliance

Rest easy; your information is safe with us.

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Features and benefits of digital mailroom services

Customer success stories

Mailroom modernisation: evolve with your organisation’s needs

Traditional mailroom

Traditional mailroom

Digital mailroom

Digital mailroom

Intelligent mailroom

Intelligent mailroom

Digital Mail plays a prominent role in these industries:

Public sector

We make it easy to get started.

Thank you for reaching out

We're here to help.

Why digitise and automate your mailroom workflow

Digital mailroom services to automate your workflow

What is a Digital Mail?

Transform your mailroom with security and compliance

Rest easy; your information is safe with us.