From onboarding forms and benefits enrollment packets, to compliance documentation and employee requests, HR departments are constantly receiving and processing mail. Managing all of that incoming paper by hand can slow your team down, introduce compliance risks, and keep staff stuck in administrative tasks instead of focusing on people.
A digital mailroom streamlines this process by digitizing physical mail and routing it directly to the right HR staff, securely and quickly. Below are some of the most common questions HR teams ask when considering HR digital mailroom services.
What is a digital mailroom for HR?
A digital mailroom is a secure service that receives your incoming physical mail at an audited facility, opens and scans it, and delivers digital copies (and extracted data, if needed) directly to your HR team. Instead of waiting for interoffice delivery or manually scanning documents, your team gets searchable, electronic files in real time.
What types of HR documents can be processed?
Virtually any type of mail you receive, including:
- Job applications and resumes
- Onboarding forms (I-9s, W-4s, direct deposit forms)
- Benefits enrollment packets
- Payroll documentation
- Compliance and legal notices
- Employee requests or grievance forms
- COBRA or FMLA paperwork
If your HR team receives it on paper, a digital mailroom can digitize, secure, and route it.
How does this improve HR efficiency?
Instead of spending hours opening envelopes, scanning documents, renaming files, and emailing them, HR staff get files delivered automatically to the right person or system. This reduces turnaround times, prevents lost documents, and allows HR to focus on higher-value tasks like recruiting, retention, and employee support.
Is it secure enough for sensitive employee data?
Yes. Reputable digital mailroom providers use secure facilities with strict chain-of-custody processes, encryption, and compliance with standards like SOC 2, HIPAA, and GDPR (depending on your organization’s needs). Mail is handled by trained staff in restricted environments, ensuring confidentiality and compliance for sensitive HR data.
Can documents go directly into our HR software?
Yes. Digital mailrooms don’t just create digital images, they can extract key data using a combination of manual data entry, AI and OCR (optical character recognition), and then deliver it directly into HR platforms like Workday, ADP, Oracle HCM, or other systems. This means employee files are updated automatically without manual entry.
What about remote or hybrid HR teams?
For HR teams spread across multiple offices or working remotely, a digital mailroom ensures everyone has the same instant access to incoming documents. Instead of relying on physical mail distribution, staff log into a secure portal or receive routed files directly to their inbox or HR system.
What’s the ROI for HR departments?
A digital mailroom reduces time wasted on low-value admin work, lowers the risk of compliance errors, and provides faster, more consistent employee support. Many HR departments see immediate improvements in:
- Turnaround time for processing employee requests
- Reduced risk of missing compliance deadlines
- Lower storage and paper handling costs
- Improved employee experience (faster responses, less lost paperwork)
How do we get started?
Implementing a digital mailroom is simple. Mail is redirected to the secure processing facility, where it’s scanned, digitized, and routed according to your rules. HR can begin with just a portion of incoming mail, like benefits or onboarding packets, and expand from there. At Recordsforce, you’d meet with our team to discuss how you’d like your mail processed and where we can deliver it, and then start off with a test batch.
In all, HR’s role is all about people, but paperwork often gets in the way. By moving to a digital mailroom, HR teams can automate repetitive tasks, ensure compliance, and provide faster, more consistent support to employees, all while improving security and scalability.