Iron Mountain Digital Mail solution brief

Business challenge

Physical mail is a critical asset of your organization, encompassing everything from invoices and legal tax documents to employee records. However, the continued reliance on paper-based mail poses challenges for distributed workforces requiring secure and prompt access.

Traditional mailrooms incur significant overhead, increase the risk of errors, and create vulnerabilities for data breaches. These manual processes can also lead to delays in delivering time-sensitive documents, such as legal and tax notices, potentially causing financial losses and damaging client relationships. The inability to extract and utilize valuable data prevents actionable insights needed for optimizing key operational processes, slowing down critical workflows like mortgage approvals, insurance claims processing, and check payments. Handling physical documents also elevates the risk of exposing sensitive information. Ultimately, these challenges reveal a core weakness: a reliance on outdated systems that cannot scale to meet the demands of a modern, growing organization.

What if you could

• Transform physical mail into digitized, actionable assets, providing secure, role-based access while maintaining compliance with company and industry security standards and regulations, particularly for sensitive information
• Significantly reduce time, effort, cost, and errors of manual mail sorting and delivery by automating inbound mail routing to individuals and departments based on business rules and demands
• Minimize your capital expenditure (CapEx) and total cost of ownership through a secure, centralized, industry-compliant platform for digitizing, storing, automating, and monitoring mail processes and downstream workflows, gaining operational insights and driving efficiency

Iron Mountain Digital Mail

Iron Mountain Digital Mail resolves the inefficiencies of mail-dependent processes by transforming physical mail into actionable digital assets and automating document-centric workflows. This software-as-a- service (SaaS) solution leverages AI-powered intelligent document processing to extract valuable data, enabling organizations to streamline operations, accelerate actions (such as mortgage approvals and claims processing), and gain business intelligence. It reduces the reliance on traditional mailrooms by providing a secure, centralized platform with an auditable chain of custody from digitization to disposition, lowering overhead and minimizing security risks.

Digital Mail enables you to:

• Provide secure access to mail with an auditable chain of custody. Our vetted scanning experts and infrastructure convert your inbound physical mail to digital through our extensive network of global imaging centers. Maintain your mail within Iron Mountain’s chain of custody and gain full traceability of mail, from initial pickup to receipt by the intended recipient. After digitization, disposition options aligned with your organization’s policies are available, including return, storage, or secure shredding. Our Iron Mountain InSight^® Digital Experience Platform (DXP) provides secure, 24/7 role-based access to your digitized mail, enabling efficient storage, search, and retrieval.
• Accelerate document-centric workflows with our AI-powered intelligent document processing, which captures key data for automated routing to the intended recipient, based on your business rules. Maintain seamless operations with out-of-office forwarding. Your team can easily handle exceptions, reviewing documents outside standard workflows and controlling their visibility and sharing. Instantly extract key data to understand and act on digitized mail with Chat with Doc, Digital Mail’s intelligent AI companion.
• Seamlessly integrate mail into business processes through connections with your ERP and CRM systems as well as Google Workspace and Microsoft 365 for email and Slack notifications. Beyond standard mail processing, we offer solutions for departmental and industry-specific workflows— such as invoice, check, and claims processing, mortgage post-close validation, and loan origination support—to automate critical processes and accelerate financial transactions like check depositing and general ledger account posting. We can also design a customized solution to meet your organization’s unique requirements. Systematically apply retention and data privacy policies so you can manage and enforce obligations. Simplify outbound mail, through integration with your content tools (e.g., Google Docs, Microsoft Word), enabling efficient, cost- effective printing, inserting, postage, and mailing services, all tracked in real time for full transparency.

The Iron Mountain advantage

The Iron Mountain advantage lies in our unparalleled scale and robust platform. 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 with an auditable chain of custody.

With the capacity to scan 2.6 billion images annually across 141 imaging sites in 45 countries, we are a global leader in digitization. Our expertise, processes, and infrastructure enable us to handle your most demanding scanning needs.

Iron Mountain InSight DXP is the foundation for Digital Mail. This scalable platform offers an intuitive, modern user interface and comprehensive capabilities, including digital and physical content management, AI-powered workflow automation, and information governance, to optimize your operations.

Contact Iron Mountain to learn how we can help you streamline your mail operations.