Outsourced Digital Mailroom Services
Stop sorting paper mail. Start receiving secure digital documents ready for action.
Recordsforce receives, opens, scans, classifies, extracts data from, and securely delivers your incoming business mail directly to your employees and existing systems.
Benefits
✔ Receive mail digitally within one business day
✔ 1 business day turnaround with guaranteed accuracy
✔ Secure SOC 2 certified processing
✔ Integrates with your existing workflows
✔ Dedicated customer service
✔ Customized to your business
Trusted by leading healthcare, insurance, government, legal, financial services, and enterprise organizations.
What is an Outsourced Digital Mailroom?
A digital mailroom replaces the traditional process of manually receiving, opening, sorting, scanning, and distributing incoming business mail.
Instead of your employees spending valuable time handling paper documents, Recordsforce manages the entire process for you. We receive your incoming mail, digitize every document, extract the information you need, and securely deliver digital files and data directly to your employees or existing business systems.
The result is faster access to information, improved security, greater operational efficiency, and a more productive workforce.
How Our Digital Mailroom Service Works
From the moment your mail arrives to the moment your employees receive digital documents, every step is securely managed by Recordsforce.
1. Mail Is Received Securely
Your incoming business mail is delivered to a dedicated Recordsforce mailing address or collected based on your organization’s specific requirements. Every mail piece is tracked from the moment it enters our secure processing facility.
2. Mail Is Opened & Prepared
Our document specialists carefully open, sort, and prepare every document for processing according to your organization’s business rules. Checks, legal documents, invoices, healthcare records, applications, and other mail types are handled with strict security and chain-of-custody procedures.
3. Documents Are Digitized
Documents are scanned using high-speed production scanners to create high-quality digital images. Every document is reviewed to ensure image quality and completeness before moving to the next stage.
4. Documents Are Classified & Data Is Extracted
Documents are automatically classified by document type, while key information such as invoice numbers, customer names, policy numbers, claim numbers, account information, or other custom fields is extracted and verified through quality control.
5. Documents Are Delivered Securely
Processed documents and extracted data are securely delivered or routed to the correct employees, departments, or business systems through Recordsforce Cloud, API integrations, SFTP, document management systems, or other preferred delivery methods.
6. Your Team Gets to Work
Instead of sorting paper mail every morning, your employees begin their day with digital documents already organized, searchable, and ready for immediate action.
Why Organizations Choose an Outsourced Digital Mailroom
Organizations across healthcare, insurance, government, legal, finance, and other document-intensive industries outsource their mailrooms to improve efficiency, security, and visibility.
Faster Processing
Employees receive documents sooner, allowing work to begin faster.
Scale With Your Business
Handle increasing mail volumes without hiring additional staff or expanding your mailroom.
Increase Visibility
Track documents throughout the entire processing lifecycle.
Reduced Administrative Work
Free your staff from repetitive mail handling so they can focus on higher-value work.
Integrate With Existing Systems
Deliver documents and data directly into the software your teams already use.
Improve Security & Compliance
Protect sensitive information with secure facilities, controlled access, and documented chain of custody.
Industries We Serve
Our digital mailroom solutions are customized to meet the unique needs of organizations across a wide range of industries
Insurance
Streamline claims and policyholder communications
Higher Education
Simplify financial aid and admissions paperwork
Real Estate
Keep property files, leases, and client documents organized
Human Resources
Streamline resumes, forms, and records in one secure flow
Healthcare
Manage EOBs and patient correspondence efficiently
Accounts Payable
Automate invoice capture and vendor documents
Legal
Handle case files and client correspondence with ease
Banking & Financial
Capture, route & deliver critical information instantly
Proven Results From Real Organizations
PPM, a family-operated property management company, was managing a growing volume of incoming mail but did not want to increase headcount solely to handle document processing. With more than 2,500 pieces of mail arriving each month, including a large number of real estate closing checks and invoices, they needed a scalable solution that would improve efficiency while maintaining accuracy and control.
Why Choose Recordsforce?
Choosing the right digital mailroom provider means selecting a partner that understands your workflows, security requirements, and long-term business goals.
| Recordsforce | Traditional Mailroom |
|---|---|
| Mail received for you | Employees collect mail |
| Daily document processing | Manual sorting |
| High-speed production scanning | Office scanners |
| AI-assisted data extraction | Manual data entry |
| Human quality validation | Limited quality control |
| Secure digital delivery | Manual distribution |
| Complete audit trails | Limited visibility |
| Customized workflows | One-size-fits-all processes |
Frequently Asked Questions About Digital Mailroom Services
What is a digital mailroom?
A digital mailroom is a service that converts your incoming physical mail into secure digital documents. Instead of employees opening, sorting, scanning, and distributing paper mail internally, Recordsforce receives your mail, digitizes it, classifies documents, extracts important data when needed, and securely delivers information to the right employees or business systems.
How does an outsourced digital mailroom work?
Recordsforce receives your incoming business mail at a dedicated mailing address or through scheduled pickups. Our team opens, prepares, scans, classifies, and processes each document according to your organization’s requirements. Digital files and extracted data are then securely delivered through Recordsforce Cloud, API integrations, SFTP, Microsoft SharePoint, or your existing document management system.
What types of documents can a digital mailroom process?
Our digital mailroom can process virtually any type of incoming business mail, including:
- Invoices
- Contracts
- Customer correspondence
- Insurance claims
- Healthcare documentation
- Legal documents
- HR paperwork
- Financial records
- Applications
- Checks (with customized handling procedures)
- General business mail
Workflows are customized to fit your organization’s specific document types and business processes.
How quickly will we receive our digital documents?
Most documents are processed and delivered within one business day after they are received. Processing schedules can be customized based on your organization’s volume, service-level requirements, and operational needs.
Can Recordsforce integrate with our existing systems?
Yes. Recordsforce can securely deliver documents and data to your existing software and business applications, including document management systems, cloud storage platforms, workflow automation tools, ERP systems, CRM platforms, APIs, SFTP, and other custom integrations.
How secure is your digital mailroom service?
Security is built into every stage of our process. Recordsforce follows strict chain-of-custody procedures, secure document handling practices, controlled facility access, encrypted digital delivery, and comprehensive audit trails to help protect sensitive business information. Our workflows are designed to support organizations with strict compliance and security requirements.
Can you extract data from documents?
Yes. In addition to scanning documents, Recordsforce can capture important information such as invoice numbers, customer names, policy numbers, claim numbers, dates, account numbers, and other custom fields. AI-assisted data extraction combined with human quality validation helps improve accuracy while reducing manual data entry.
Is a digital mailroom right for my organization?
A digital mailroom is ideal for organizations that receive moderate to high volumes of incoming business mail, support remote or hybrid employees, need faster access to documents, want to reduce manual administrative work, or are looking to improve security, compliance, and operational efficiency. Organizations across healthcare, insurance, government, legal, financial services, manufacturing, and other industries use digital mailroom services to streamline document processing.