Mail Intake Automation
Enhance your existing mailroom by automating classification, indexing, and routing. Faster processing. Assured accuracy. Full operational transparency.
Supporting Organizations Across All Industries
How Mail Intake Automation Works
Mail Intake Automation begins when your digital documents (mail, emails & attachments) are securely transmitted to Recordsforce for processing. We classify each document, extract and validate the required data, and automatically route them into the appropriate systems and workflows.
We Receive Your Documents
Your digital mail is securely transferred to Recordsforce
We Extract Your Data
We classify each document and extract the required data
We Review for Accuracy
We quality review and validate the data and documents
We Deliver Your Data Digitally
Your documents and data are uploaded & routed automatically.
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.
Let Recordsforce Handle Your Inbound Documents
Once documents are ingested and classified, Recordsforce automatically categorizes, names, and saves them into the correct folders within our Document Management System (DMS) based on your defined rules, tags, and metadata structure. Now you can easily:
→ Search and retrieve documents instantly using metadata indexes, tags, and structured field.
→ Have documents automatically delivered to the right person or department through workflow routing
→ Trigger alerts and escalations based on priority, document type, or SLA requirements
→ Eliminate manual filing and misplacement with consistent naming and folder structures
→ Maintain a complete audit trail of document access, routing, and actions taken
Not Just AI — Controlled, Accurate Automation
Many automation providers rely solely on AI to classify and extract information. While AI can be powerful, it often requires extensive training, ongoing tuning, and constant oversight to maintain accuracy, especially as document types, formats, and business rules evolve.
Recordsforce takes a different approach.
We combine intelligent automation with structured human validation to ensure documents are classified correctly, data is captured accurately, and routing rules are consistently enforced. Our process is guided by documented work instructions tailored to your organization, not a generic model that must be retrained every time something changes.
Operational Benefits of Mail Intake Automation
Enhance your existing mailroom with structured automation that reduces manual effort, improves accuracy, and strengthens workflow visibility
Eliminates Manual Triage
Remove the time-consuming process of manually reviewing, sorting, and determining where documents belong. Automated classification and routing reduce bottlenecks and free staff from repetitive intake decisions.
Standardizes Indexing
Ensure documents are consistently classified & indexed according to your business requirements. Reduces variation between teams, eliminates dependency on individual knowledge, & supports reliable downstream processing.
Improves Accuracy
A blend of automation and validation ensures documents are categorized correctly and key data is captured with precision. This reduces misrouted documents, rework, and downstream exceptions that slow operations.
Maintains Control Internally
Your organization retains physical custody of documents while Recordsforce enhances digital workflows. Sensitive materials remain onsite, & your team continues to oversee intake operations without disruption.
Increases Workflow Visibility
Gain clearer insight into how documents move through your organization. Automated routing and structured processing create traceable workflows and support stronger auditability across departments.
Supports Scalable Growth
Standardized workflows and structured intake processes allow your organization to handle increasing document volume without adding complexity or headcount.
Mail Intake Automation For Any Industry
Recordsforce handles the most time-consuming, complex and error-prone work: document classification, data extraction, indexing, and intelligent routing, all with a consistent turnaround of one business day.
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.