Eliminate in-house mailroom overhead while improving speed, visibility, and control.
Fully Outsourced Mailroom Services
Designed for organizations looking to replace or augment in-house mailroom operations with a secure, SLA-backed service.
How Our Outsourced Mailroom Solution Works
What gets outsourced? All of your mail collection & intake, opening & preparation, scanning & classification, as well as the routing to your team(s) or systems.
1
Secure Mail Receipt
Incoming mail is received at our facility, ensuring security from the start.
2
Sorting & Organizing
Mail is then sorted and organized so that only important documents are digitized.
3
High-Speed Scanning
We utilize advanced scanning technology to digitize your mail quickly and accurately.
4
Digital Delivery
Our team reviews the images for accuracy and then delivers them securely to you.
Trusted by Industry Leaders
Is Mailroom Outsourcing Right for You?
Mailroom outsourcing is most effective for organizations struggling to keep inbound mail moving efficiently, securely, and consistently. If any of the following sound familiar, outsourcing your mailroom may be the right next step.
You operate across multiple locations
Mail arriving at different offices creates delays, handoffs, and inconsistent processes. Outsourcing centralizes intake while maintaining visibility across all locations.
Labor costs are rising or staffing is unpredictable
In-house mailrooms rely on trained staff, coverage planning, and backfill. Outsourcing eliminates recruiting, training, and turnover risk while stabilizing costs.
Mail delays are impacting operations
When mail piles up, downstream processes stall, claims sit idle, invoices wait to be processed, & critical documents miss SLAs. Outsourcing ensures predictable turnaround times.
Compliance and chain-of-custody matter
If you handle sensitive, regulated, or time-critical mail, manual handoffs and informal processes introduce risk. Outsourced mailroom services provide documented custody, audit trails, & controlled access from receipt through delivery.
If your mailroom has become a bottleneck rather than a support function, outsourcing can restore speed, visibility, and control—without the overhead of managing it internally.
Industries Benefiting from Mailroom Outsourcing Automation
Insurance
Expedite claims handling & policy updates
Higher Education
Optimize admissions & financial aid paperwork processes
Real Estate
Keep property files, leases, and client documents organized
Human Resources
Efficiently manage onboarding & payroll documents
Healthcare
Improve patient record management & billing processes
Accounts Payable
Streamline invoice processing & vendor communication
Legal
Simplify case correspondence & compliance tracking
Banking & Financial
Capture, route & deliver critical information instantly
The Importance of Mailroom Automation
Revolutionize Your Mail Handling Process
Traditional mailrooms are plagued by inefficiencies, leading to delays and increased costs. Manual sorting and processing are not only time-consuming but also prone to errors, which can compromise compliance and data integrity.
By adopting automated mailroom solutions, businesses can significantly reduce operational costs and improve the speed of document processing. Automation ensures that mail is accurately sorted, scanned, and routed to the appropriate departments without manual intervention.
With Recordsforce, you gain a trusted, HIPAA-compliant partner that manages incoming mail seamlessly, providing immediate access to digital files and data. Our solutions are designed to enhance accuracy, boost productivity, and ensure compliance, making manual mailrooms a thing of the past.
Case Study Overview
Mailroom Outsourcing in Action
Discover how Recordsforce has transformed corporate mail operations with our advanced mailroom automation solutions. These case studies showcase how organizations across industries streamline incoming mail through digital mailroom automation, reducing manual processing, accelerating delivery, and improving compliance.
What Our Clients Say
“I’ve been working with Recordsforce for several months, and I’m incredibly impressed with how much it has simplified my life. The customer service is also top-notch!”
Patricia H. | Marathon Health
“Recordsforce has been an incredible partner and helped optimize our mail workflows. Highly recommend!”
Sean R. | Grow Therapy
“Being in Human Resources, we need to keep any past employee’s records permanently. Without Recordsforce, I would be swimming in paperwork.”
Ludeen M. | Sysco