Digital Mailroom Solution
Transform the way you handle incoming mail with a secure, automated Digital Mailroom Solution. Eliminate manual processing, reduce delays, and ensure seamless document routing for faster, more efficient operations.
Supporting Organizations Across All Industries
How a Digital Mailroom Works:
Your incoming mail, such as invoices, claims, or any corporate mail is routed to our secure document scanning facility. The documents of value are scanned with our high-speed scanners. The data and images are reviewed for accuracy and then delivered securely via our Recordsforce Cloud software, which can route your documents to the right person in your organization automatically for zero-touch processing.
We Collect/Receive Your Mail
We Sort & Organize Your Mail
We Digitize Your Documents
We Deliver Your Data Digitally
Committed to Top-Tier Security Standards
Your data’s safety is our priority. Our certifications and advanced security measures demonstrate our unwavering commitment to protecting your information at every stage of the digital mailroom process. From secure mail receipt to digitization and data delivery, we ensure the highest levels of compliance and confidentiality. Whether handling sensitive documents or critical business communications, you can trust us to safeguard your data with precision and care.
We service digital mailroom customers across the country!
End-to-End Outsourced Mailroom Solutions For Any Industry
More than just software, Recordsforce offers an end-to-end outsourced mailroom solution that includes collecting the mail, extracting the data quickly, and delivering directly into your systems and workflows.
Digital Mailroom Case Study:
A remote insurance provider partnered with Recordsforce to digitize and automate the processing of 100+ mail pieces per month. Incoming mail is collected, scanned, and securely routed in real time, improving efficiency, customer response times, and data security. This streamlined approach enhanced collaboration, boosted customer satisfaction, and optimized operations
The Recordsforce Difference
We believe in the power of real people. That’s why our outsourced digital mailroom services are managed by a dedicated team, ensuring that your mail is processed accurately and efficiently. Our commitment to real customer support means that you can always reach a friendly expert to assist you with any questions or concerns. Experience the difference of a personalized mailroom service with Recordsforce.
Manage Your Mail Securely
Our SSAE-18 compliant production process, combined with our PACE system, means your incoming mail is processed through our HIPAA compliant digital mailroom services securely, quickly and accurately. Work instructions are established for your various document types and once scanned, we automatically route the documents where you want them delivered. We will extract and validate the information from your incoming mail and convert it quickly into the data your people rely on to operate.
Frequently Asked Questions
How do we acquire the original documents in which physical copies are required for us to keep?
We collect the items you require, digitize them and then mail the original document(s) back to you. Our document management system has a built-in button where your employees can request any original document they require as needed. It is standard to send back documents such as checks, contracts, or other typical forms that are needed in a physical format.
How long does it take to be implemented?
We work with your team as long as needed to get the system up and running and working for your team. Typical turnaround time from signup to getting mail processed is about 2 weeks.
Will this slow down the rate at which we get our mail?
Quite the contrary, it speeds it up! We collect mail daily and then scan and deliver the digitized documents within 48 hours.
How is a digital mailroom implemented?
First we meet with your team on a weekly basis to identify your different document types. From there we design business process rules and routing rules for each document type. We then build out your delivery workflow. As mail starts to come in, we perform testing and make alterations to the workflow to make it best suits your needs.
How do you handle junk mail?
Consider us your spam folder! Mail such as publications, magazines, and non-business related mail is scanned and routed to the right person in your organization to make a decision on whether it should be kept or not. Other mail will go to a general inbox monitored by a stakeholder on your team and new business process rules are designed around that type of mail on an ongoing basis, such as if it should be processed and forwarded or not digitized and shredded.
Sysco
“Being in Human Resources, we need to keep any past employee’s records permanently. Without Recordsforce, I would be swimming in paperwork.”
-Ludeen Maguy
Grow Therapy
“Recordsforce has been an incredible partner and helped optimize our mail workflows. Highly recommend!“
-Sean Reiff
Boston Celtics
“Since we started using Recordsforce, finding our documents is faster than a fast break.”
-Andrew Rice
Why Choose Recordsforce?
Performance
State of the art scanning technology & highly trained and experienced staff.
Accuracy
Strict quality control process ensuring the highest of accuracy.
Commitment
We operate within a secure SSAE-18 SOC II Compliant facility.
Experience
We have over 20+ years of document scanning & management experience.