InSight DXP

Digital Mail

Transform your mail. Accelerate your business

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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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How does Digital Mail work?

Digital Mail is as easy to set up as it is to use. Our complete end-to-end solution handles everything from mail pickup to disposition, all with an auditable chain of custody.

Mail redirection & pickup – After redirecting your mail to a designated postal service location, Iron Mountain securely collects and transports it
Digitisation & storage – Your mail is digitised by our vetted, extensively trained employees and stored in our secure cloud platform, Iron Mountain InSight^® platform.
Classification & routing – Iron Mountain Digital Mail identifies and classifies document types and extracts key metadata to drive intelligent routing rules. Mail is auto-routed to recipients or workflows based on your business rules. You can request additional custom keywords to enhance accuracy.
Exception processing – To further reduce manual intervention, AI agents learn from human decisions to refine exception-handling rules and manage similar scenarios independently.
Secure role-based permissions – Digital mail is encrypted at rest and in transit across a secure network. Role-based permissions allow only authorised users to view and share mail. Users can search and access digitised mail in our secure cloud platform.
Lifecycle management – We offer flexible disposition options for your physical and digital assets, including storage, securely shredding, or returning digitised mail back to you.

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Expanded services

Outbound Mail Support – We can simplify outbound mail through integration with your content tools, enabling efficient printing, inserting, and mailing services tracked in real time.
Information Governance – Systematically apply retention and data privacy policies to your digitised mail.

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See the solution in action

With Digital Mail you’ll be able to:

Industry examples:

Digital Mail plays a prominent role in multiple industries, including but not limited to:

See how other customers found success

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 organisation 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 organisation 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.

Does Digital Mail support outbound mail?

Yes, we can help you simplify outbound mail by integrating directly with your content tools. Get efficient, affordable printing, inserting, postage, and mailing, all with real-time tracking for full visibility across your distributed teams.

What happens to our mail after it’s digitised?

Disposition options aligned with your organisation’s policies are available, including:

Returning physical mail to you
Storing physical mail in an Iron Mountain Record Centre
Securely shredding physical mail

Digital Mail

Insight DXP overview

Streamline mail operations and connect data digitally across organisational silos

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How does Digital Mail work?

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Expanded services

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With Digital Mail you’ll be able to:

Industry examples:

Digital Mail plays a prominent role in multiple industries, including but not limited to:

Frequently asked questions

We make it easy to get started.

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Streamline mail operations and connect data digitally across organisational silos

How does Digital Mail work?

Expanded services