Automate mailroom workflows for improved collaboration
Employee collaboration is easier with automated workflows built out based on key data. Exception processing allows you to control who can view and share stored digital documents.
It’s time to address your mail
Of labor is spent on mail sorting
(Source: Mailing Systems Technology magasine)
Of organisations report issues with getting the right information to the right person
(Source: AIIM report,Implementing a Digital Workforce)
Iron Mountain digital mailroom solution is as easy to set up as it is to use.
Iron Mountain Digital Mailroom solution enables you to:
Employee collaboration is easier with automated workflows built out based on key data. Exception processing allows you to control who can view and share stored digital documents.
Leverage Iron Mountain scanning experts, processes and infrastructure to convert your inbound physical mail to digital through our extensive network of imaging centres with an auditable chain of custody. Our 75+ global supercentres allow us to quickly scale and meet your specific location requirements.
Your digital documents are 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 its enterprise security framework. Your electronic information will be encrypted at rest, and during transmission across a secure network with access restricted by encryption keys that you own & manage. Role-based permissions enable authorised users to access the information that they need 24/7.
Integration with existing business systems such as email, Salesforce and Microsoft Office suite allows you to connect data across platforms and business silos, feed into downstream processes and drive efficiency in your organisation. You can even apply document retention rules to your documents through an available integration with Iron Mountain Policy Centre solution.
Once your physical mail has been digitised, we can help you with disposition. Options include returning mail to you, storing mail in an Iron Mountain Records Centre, or securely shredding mail.
Simplify decision making with dashboards that provide a visual display of data and metrics for you to interpret key information like routing accuracy, average time to delivery, volume of mail, and more.
Find out how one of the largest states in the US used the dramatic increase in unemployment claims caused by the pandemic as an opportunity to streamline its mailroom operations, leading to a more efficient intake process and quick customer service when it counted most.
Learn how a top US insurance provider handled the mix of physical and digital claims coming in and managed to improve process time and the customer experience, all while reducing cost.
One of the nation's top mortgage lenders realised it needed a way to collect, digitise, categorise, disseminate, and defensibly destroy large amounts of mail. Find out how by taking the leap to Iron Mountain's Digital Mailroom solution, this lender was able to cut through mounds of paper and red tape to meet the needs of its customers and industry partners.
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.
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.
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:
Digitised mail and routing
Digital mailrooms work through intelligent document processing (IDP), which includes:
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:
We’ve got your back with answers to some of our frequently asked Digital Mailroom questions
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.
Iron Mountain’s implementation team meets with your organisation to learn how you wish 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.
You’re able to select from several disposition options for your physical mail:
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