Digital Mailroom Solution

Transform physical mail into structured, routed digital data with full visibility, auditability, and control — whether you outsource mail handling entirely or enhance your existing mailroom.

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Free Webinar: Modern Options for Managing Inbound Mail

Learn how organizations replace traditional mailrooms with faster, more secure, and more controlled mail intake models in this free live webinar on February 19th @ 2pm EST.

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Modernize inbound mail without forcing a one-size-fits-all model

Choose Your Flexible Digital Mailroom Model:

Not sure which approach fits? We’ll help you evaluate both.

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Outsource Your Mailroom

Recordsforce manages the entire inbound mail lifecycle: collection, opening, scanning, classification, indexing, and routing.

This solution is ideal for organizations struggling to collect/manage their incoming mail, or that don’t have an internal mailroom, such as:

Distributed offices
Hybrid/remote workforces
Companies dealing with labor constraints
or backlogs

Explore Outsourced Digital Mailroom

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Mail Intake Automation

Enhance your existing mailroom without changing your digitization process. Recordsforce manages classification, indexing, routing, and audit trails.

Best for organizations with:

Existing mailroom
Extremely high volumes of mail
Sensitive documents
Needs to keep documents/mail on-site

Explore Mail Intake Automation

Supporting Organizations Across All Industries

How a Digital Mailroom Works

Regardless of the delivery model you choose, a digital mailroom transforms incoming documents into structured, routed information your teams can act on immediately.

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Mail or digital documents are received

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Documents are digitized or captured

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Documents are classified & data is indexed

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Data is quality reviewed for accuracy

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Documents/Data are routed into workflows

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.

fda 21 cfr part 11 compliant digital mailroom

Digital Mailroom Solutions For Any Industry

Recordsforce delivers flexible digital mailroom solutions that convert inbound mail into secure, actionable data — supporting both fully outsourced models and enhanced internal mailroom operations.

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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

Read The Full case study

The Recordsforce Difference

We believe in the power of real people. That’s why our 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 scanning and service with Recordsforce.

Download Our Free Digital Mailroom E-BOOK!

We service digital mailroom customers across the country!

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 digital mailroom implementation time from signup to getting mail processed is about 3-5 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 one business day.

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.