
InSight DXP
Digital Mail Solution: Document Processing & Mailroom Workflow Automation
It’s time to address your mail
Contact Sales- 60–70%
Of labour is spent on mail sorting
(Source: Mailing Systems Technology magazine) - 75%
Of organisations report issues with getting the right information to the right person
(Source: AIIM report, Implementing a Digital Workforce)
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.

Iron Mountain Digital Mail solution brief

Features and benefits of digital mailroom services
Convert physical mail to digital
Get operational insights
Reduce costs
Accelerate financial transactions
Consolidate vendors
Customer success stories

Unemployment Claims, a Pandemic, and The Digital Mail

Claims Processing Made Simple With Digital Mail

Digitizing the Mortgage Mailroom
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.
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).
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).
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
Digitizing the Mortgage Mailroom
One of the nation's top mortgage lenders realized it needed a way to collect, digitize, categorize, disseminate, and defensibly destroy large amounts of mail. Find out how by taking the leap to Iron Mountain's Digital Mail solution, this lender was able to cut through mounds of paper and red tape to meet the needs of its customers and industry partners.
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 is assigned to a user group, and user groups combine with data security rules to ensure that mail is properly routed to the correct people. Iron Mountain’s Implementation team ensures that the proper roles and security are in place for your organisation to maintain data security and privacy.
Who can access my mail?
Iron Mountain’s Implementation team meets with your organisation to learn how your organisation wishes to handle mail: by department, floor, individual, etc.
Iron Mountain then sets up your users, user groups and data security rules to ensure that the proper people have access to the mail. Many organisations also have an administrator who can update this hierarchy if, for example, you are out of office, and need your mail temporarily rerouted.
What happens to our mail after it’s digitised?
You are able to select from several disposition options for your physical mail:
- Your physical mail is returned to you
- Your physical mail is stored in an Iron Mountain record centre
- Your physical mail is shredded