Iron Mountain Digital Mail solution

Business challenge

Physical mail remains a mission-critical asset of your organisation, 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.

Mail rooms built and supported in-house can incur significant overhead, increase the risk of errors and create vulnerabilities that lead to 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 utilise valuable data prevents actionable insights needed for optimising key operational processes, slowing down critical workflows like mortgage approvals, insurance claims processing and cheque 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 Ultimately, these challenges reveal a core weakness: a reliance on outdated systems that cannot scale to meet the demands of a modern, growing organisation.

What if you could

• Transform physical mail into digitised, 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 intelligently automating inbound mail routing to individuals and departments based on business rules and demands
• Minimise your capital expenditure (CapEx) and total cost of ownership through a secure, centralised, industry-compliant and AI-driven platform for digitising, storing, automating and monitoring mail processes and downstream workflows, gaining operational insights and driving efficiency

Iron Mountain Digital Mail

Iron Mountain Digital Mail provides a comprehensive, end-to-end solution for mail transformation, starting with a secure, centralised platform that maintains an auditable chain of custody from the moment physical mail is received through digitisation and final disposition. This software- as-a-service (SaaS) solution resolves the inefficiencies of mail-dependent processes by transforming physical mail into actionable digital assets and automating document-centric workflows. It leverages AI-powered intelligent document processing to extract valuable data, enabling organisations to streamline operations, accelerate actions (such as mortgage approvals and claims processing) and gain business intelligence.

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 centres. 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 digitisation, disposition options aligned with your organisation's policies are available, including return, storage or secure shredding. Iron Mountain InSight^®, an intelligent content platform, provides secure, 24/7 role-based access to your digitised mail, enabling efficient storage, search and retrieval.
• Accelerate document‐centric workflows with AI. Using intelligent document processing, Iron Mountain Digital Mail identifies and classifies document types and extracts key metadata. These insights drive intelligent routing rules, working seamlessly with your mail distribution policies to enable accurate, automated delivery to the right person, team or workflow. To further reduce manual intervention, our mail- routing AI agents learn from past human decisions, refining automated exception-handling rules to independently manage similar routing scenarios.
• Seamlessly integrate mail into business processes through connections with your ERP and CRM systems. Beyond standard mail processing, we offer solutions for departmental and industry-specific workflows— such as invoice, cheque and claims processing, mortgage post-close validation, and loan origination support—to automate critical processes and accelerate financial transactions like cheque depositing and general ledger account posting. We can also design a customised solution to meet your organisation's unique, whether you need to systematically apply retention and data privacy policies or simplify outbound mail, through integration with your content tools, enabling efficient, cost- effective printing, inserting, postage and mailing services, all tracked in real time for full transparency.

The Iron Mountain advantage

This solution runs on our InSight platform, offering an intuitive user interface and comprehensive capabilities, including content management, workflow automation, and information governance, to optimise your operations. With the capacity to scan 2.6 billion images annually across 141 imaging sites in 45 countries, we are a global leader in digitisation.

The Iron Mountain advantage lies in our unparalleled scale and robust AI-powered 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.

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