Digital Mailroom Services
Achieve Faster, Smarter Mail Management
Incoming mail shouldn’t slow your business down. Replace manual, paper-based mail handling with an automated, secure process that reduces costs and increases efficiency.
More productive departments
Data accuracy
Lower error rates
Faster processes
Digital Mailroom Services for Quick Turnarounds, Reduced Costs & Improved Customer Service
With a digital mailroom solution, your physical mail is received, opened, scanned, classified, and securely delivered into the right workflows, and attachments from incoming emails are extracted and formatted for processing.
The result? Documents move faster, teams stay productive, and your business keeps growing.
Lower Processing Costs & Improve ROI
Digital mailroom outsourcing reduces labor, storage needs, rework, and downstream delays, increasing your ROI.
Move Faster Without Adding Headcount
Eliminate mail delays and manual handoffs. The right documents can reach the right teams faster.
Reduce Risk With Built-In Controls
Secure handling, controlled access, and full audit trails protect sensitive information across regulated environments.
Ensure Business Continuity
Mail no longer dictates where work happens. Teams can access documents securely from anywhere, keeping operations moving no matter what.
One Solution, Endless Applications
From managing daily correspondence to streamlining customer onboarding, a digital mailroom solution adapts to meet your organization’s unique needs.
We handle virtually any type of incoming document with speed and precision, including:
- Correspondence or white mail
- Customer intake forms and payment information
- Insurance claims
- Legal documents and communications
- Invoices and purchase orders
- Mortgage trailing documents
- Grievance and appeals communications
“We can always count on MetaSource to step up when we need them most.
MetaSource is a key component to the overall makeup of our customer service team, but recently our location experienced a power outage. We transferred all volume to MetaSource and our service levels never dipped. It’s because of their dedication to excellence that I had no hesitation and would do it again!”
Financial Services Client
Mailroom Outsourcing: A Reliable Step-by-Step Process
With over 30 years of experience modernizing and automating business processes, MetaSource is a trusted mailroom outsourcing partner that will help you save time, reduce operating costs, optimize workflows, and stay organized.
Step 1: Physical & Digital Mail Retrieval
MetaSource sets up a dedicated P.O. box for you to redirect your incoming mail. We can also monitor your incoming emails.
Step 2: Digitization
MetaSource opens, prepares, digitizes, converts, and indexes both physical and digital incoming mail with AI-enabled document scanning and capture technology.
Step 3: Electronic Delivery
Your mail is electronically delivered to the appropriate person or system based on your unique business rules. We can also deliver physical copies and packages.
Step 4: Secure File Storage
Authorized personnel can access your files anywhere, anytime through a secure cloud-based repository. We can also integrate with your existing systems for seamless workflows.
Digitize, Automate & Transform Your Mailroom
Eliminate manual tasks, reallocate resources, and enhance efficiency with trusted digital mailroom services.
Success Story
How VNS Health Created an Efficient Grievance & Appeals Unit with a Digital Mailroom
With MetaSource’s digital mailroom services, VNS Health turned their paper-based process into a digitized one to achieve several benefits, including:
- Increased efficiency
- Reduced costs
- Enhanced employee productivity
- Improved member experience
- Ensured audit preparedness
Additional Solutions
More Ways to Streamline Your Business Processes
Discover configurable, scalable solutions that work together for transformative business outcomes.
Customer Onboarding
Accelerate the customer onboarding process by 60% by digitizing and automating with our digital mailroom solution.
Lockbox Services Alternative
Simplify check processing with intelligent capture services that provide the speed, visibility, and control you need.
Document Scanning Services
Convert physical documents into searchable digital files accurately and at scale.
Workflow Automation
Reduce manual tasks by up to 90%, shorten cycle times, and eliminate costly errors.
Document Management
Store, retrieve, track, and share documents across your organization securely.
Learn More About Digital Mailroom Solutions
- Automation & AI, Digital Mailroom
- Digital Mailroom
- Digital Mailroom
- Accounts Payable, Digital Mailroom, Document Scanning, Human Resources
Frequently Asked Questions
How does a digital mailroom work?
With digital mailroom services, your paper mail is sent directly to a unique post office box and picked up daily by MetaSource. Your documents are immediately opened, scanned, and indexed and either delivered to you for further processing or placed into an automated workflow for review and actions to be taken by your staff. With a digital mailroom, you never have to worry about electronic or physical mail management.
What kind of documents and mail do you handle?
When it comes to mailroom automation use cases, the possibilities are endless. The right digital transformation solution makes it easy to manage all kinds of incoming documents, such as:
- Correspondence or white mail
- Invoices and purchase orders
- Customer intake forms
- Credit card payments
- Membership, credit, and loyalty program applications
- Employment applications
- Grievance and appeals communications
- Legal documents
- Mortgage trailing documents
- Surveys
Can you receive and process my email as part of your digital mailroom service?
Yes! Your email is sent to a dedicated email box monitored by MetaSource. Utilizing advanced technology, we open the mail and prepare the attachments, or embedded documents, for processing. Your digitally optimized and indexed email is either delivered to you for further processing or placed into an automated workflow for review and actions to be taken by your staff. With a digital mailroom, your inbox will never be overflowing again.
How is digital mail delivered to our many departments and people?
MetaSource provides a cloud-based platform where the mail is automatically routed to the appropriate recipient(s) based upon your business rules. If needed, specific tasks can be assigned to users to ensure proper processing. Alternatively, MetaSource can upload the digitized mail to your existing platform.
What factors influence the cost of a digital mailroom solution?
When searching for the right digital mailroom solution for your business, cost is likely top of mind. But much like mailroom automation solutions themselves, the answer to the ultimate question, “how much does a digital mailroom cost?”, isn’t one size fits all.
Here are some key factors that influence the price:
- Incoming mail volume
- Document types
- Document management software needs
- Workflow requirements
- Software integration needs
- Turn time requirements
- Level of customization