Fully Outsourced Digital Mailroom

Recordsforce manages your entire inbound mail lifecycle — from collection through classification, routing, and delivery into your systems.

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Supporting Organizations Across All Industries

Is Outsourcing Your Mailroom Right for You?

Multiple locations receiving mail
Hybrid or remote workforce
Mail delays or backlogs
Rising labor costs
Compliance concerns

How Does An Outsourced Digital Mailroom Work?

Your incoming mail, such as invoices, claims, or any corporate mail is routed to our secure document scanning facility. The mail of value is scanned with our high-speed scanners. The data and images are reviewed for accuracy and then delivered securely to you.

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We Collect Your Mail

Mail is collected or forwarded to Recordsforce

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We Digitize Your Documents

Using our high-speed scanners, we digitize your documents.

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We Extract Your Data

If required, we will extract any data needed off the documents.

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We Deliver Your Data Digitally

Your documents and data are uploaded & routed automatically.

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What Types of Documents Can Be Processed?

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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Banking & Finance

Is an Outsourced Digital Mailroom Secure?

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

Eliminate manual mail handling without losing control

Inbound mail is often the first step in critical business processes, like claims, onboarding, payments, legal files, yet it’s still one of the most manual, risky, and labor-intensive operations inside organizations.

Recordsforce’s Fully Outsourced Digital Mailroom replaces your in-house mailroom with a centralized, secure, and SLA-driven intake operation, transforming physical mail into structured, routed, and auditable digital information.

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What Are The Operational Benefits of a Digital Mailroom?

Together, these benefits create a more predictable, scalable, and auditable intake operation that supports both operational efficiency and compliance requirements.

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Eliminate Internal Handling

Remove the operational burden of opening, sorting, and processing mail in-house. Your teams can focus on higher-value work instead of managing daily mail volume and exceptions.

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Stabilize Intake Volume

Inbound mail volume is unpredictable. A fully outsourced digital mailroom absorbs daily and seasonal spikes without creating backlogs, missed SLAs, or downstream delays.

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Reduce Labor Dependency

Decrease reliance on specialized internal staff to keep mail moving. Outsourcing reduces exposure to turnover, absenteeism, and training gaps while creating a more resilient intake operation.

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Improve Cycle Time

By accelerating intake and routing, work enters your systems sooner, allowing claims, payments, onboarding, and other processes to start earlier and move faster end-to-end.

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Increase Visibility

Gain real-time insight into where documents are, how they’re being processed, and when they’re delivered. Standardized workflows and audit trails replace manual handoffs and guesswork.

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Improve Accuracy

Standardized work instructions & validation steps ensure documents are classified, indexed, & routed the same way every time, reducing errors, rework, and downstream exceptions.

Digital Mailroom Case Study:

Producers National Corporation partnered with Recordsforce to modernize the intake of approximately 8,000 pieces of inbound mail per month, with a strong focus on improving claims processing speed and consistency. Their manual, labor-heavy mail operation struggled to keep up with volume spikes, creating delays that impacted downstream workflows. Recordsforce implemented a centralized digital mailroom solution that stabilized throughput and ensured documents reached the right systems and teams without delay.

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Digital Mailroom Frequently Asked Questions

How much does a digital mailroom cost?

Digital mailroom pricing varies based on factors such as mail volume, document complexity, data capture requirements, workflow integrations, and turnaround time needs. Many organizations find that a digital mailroom reduces labor costs, accelerates document processing, and eliminates expenses associated with manual mail handling. Recordsforce offers customized pricing based on your specific business requirements and monthly mail volume. You can check out our digital mailroom plans & pricing tool!

What happens to physical mail after scanning?

After mail is received, opened, prepared, scanned, and processed, Recordsforce handles the physical documents according to your requirements. Original documents can be securely stored for a designated retention period, returned to your organization, forwarded to another location, or securely destroyed in accordance with your policies and compliance requirements.

How quickly is mail delivered digitally?

Delivery times vary based on service requirements, mail volume, and processing workflows, but most organizations receive digital documents within one business day of mail receipt.

Is a digital mailroom secure?

Yes! A properly managed digital mailroom is designed with security and compliance in mind. Recordsforce uses secure facilities, controlled access, chain-of-custody procedures, encrypted file transfers, and secure document storage to protect sensitive information. Digital mailrooms can also improve security by reducing the risks associated with lost, misplaced, or unauthorized access to physical mail.

Can Recordsforce process high mail volumes?

Recordsforce is designed to support organizations with mail volumes ranging from a few hundred pieces per month to tens of thousands of documents per day. Our scalable processes, experienced staff, and advanced document processing technologies allow us to efficiently manage fluctuating and high-volume mail environments.

Do I need mailroom staff if I outsource?

In many cases, organizations can significantly reduce or eliminate the need for dedicated mailroom staff. By outsourcing mail handling, opening, scanning, indexing, and distribution to Recordsforce, internal teams can focus on higher-value business activities instead of manual mail processing tasks.