Why You Should Consider Outsourcing your Mailroom Scanning
Faster Access to Critical Documents
Reduced Operational Costs
Improved Accuracy with AI + Human Oversight:
Enhanced Security and Compliance:
In today’s information driven, hybrid work world, traditional mailrooms hold businesses back. As a result, organizations lose mail, face delivery delays, and watch staff waste hours sorting and scanning. Ultimately, these issues cause missed deadlines, increase compliance risks, and drive up costs.
To avoid these pitfalls, many organizations outsource their mailrooms to trusted providers. By partnering with an experienced team, they gain immediate benefits without managing the process internally.
According to Gartner, the digital document automation market will exceed $7 billion by 2027. For that reason, forward thinking businesses move away from paper systems. In doing so, they gain real time access to information, reduce risk, and lower operational costs.
Moreover, McKinsey reports that automating workflows, such as inbound mail scanning, reduces costs by 30 to 40 percent. At the same time, it improves speed, accuracy, and compliance.
Clearly, businesses need a better way. Instead of relying on outdated systems, they choose partners who receive, scan, and route mail securely and intelligently, without missing a beat.
That is where digital mailroom outsourcing shines.
To help you evaluate your options, we identified five of the top digital mailroom providers. Each one delivers reliable mail intake, scanning, secure delivery, and the technology to support it all. Whether you work in finance, healthcare, insurance, or government, these companies help you stay efficient, compliant, and in control.
Best All Around Digital Mailroom Provider
Headquartered in Virginia, just outside Washington DC, ILM Corp has delivered mailroom document scanning services since shortly after its founding in 1976. Over the decades, ILM has built a strong reputation by supporting both federal agencies and private sector businesses. As a result, it has become a trusted leader in mailroom scanning, offering AI driven indexing as part of a secure and complete mailroom outsourcing solution.
ILM Corp Solves the Problem:
Managing paper mail is time consuming, error prone, and slow. Instead of letting documents pile up or get lost, ILM streamlines the mailroom scanning process. As a result, your documents reach the right people quickly, securely, accurately, and in digital form.
How It Works:
- Mail is received at ILM Corp’s secure facility
- Scanned and indexed within 2 business days (same day available)
- Routed electronically using automated workflows
- Tagged with metadata for easy search and classification
Why ILM Corp Stands Out:
For one, ILM Corp stands out by combining high touch personalized service with advanced technology to support a wide range of mail processing needs. Clients can choose from real street addresses, PO Boxes, or retain their existing address based on their operational preferences. Moreover, ILM meets strict compliance requirements with certifications in SOC2, HIPAA, and PCI DSS.
In addition, the company operates is certified for ISO 9001:2015 Quality Management System, which ensures consistency and accuracy in every process. ILM enhances this precision by using AI and machine learning, supported by a human in the loop to maintain control and confidence. Its team is entirely US based, which further strengthens communication and transparency.
What further sets ILM apart is its ability to go beyond inbound mail. In addition to electronic check depositing, ILM uniquely offers outbound print and mail services, an uncommon capability among competitors. Furthermore, ILM assigns every client a dedicated project manager who provides white glove onboarding and responsive ongoing support.
To meet diverse business needs, ILM creates custom built proposals tailored to each client’s exact requirements. As a result, clients receive a solution that fits both their workflows and compliance standards without compromise.
Best For:
Organizations of all sizes can take advantage of digital mailroom outsourcing. From early stage startups to small businesses and large enterprises, each can gain efficiency, security, and control. As a result, ILM Corp serves businesses at every stage, offering secure, customizable, and high touch mail solutions that scale with your needs.
Limitations:
May not be the lowest cost provider for businesses focused solely on high volume automation without service level flexibility or high security requirements.
Best for Large Enterprises
Founded in 1951 and based in Boston, Massachusetts, Iron Mountain is a global information management company serving over 225,000 customers worldwide. Their services span physical and digital records management, including secure document storage, shredding, and digital transformation.
Iron Mountain offers intelligent document processing and workflow automation solutions designed to streamline document intensive processes, including mail routing and approval workflows, particularly for large enterprise clients.
Strengths:
- Centralized mail intake with scanning and indexing
- Secure digital distribution across departments
- Physical and digital records management
Best For:
Fortune 500s, government contractors, and global firms with massive mail volumes and strict regulatory needs.
Limitations:
Less agile for small or mid-size or specialized businesses and may lack same day flexibility.
Best for Banks
For more than 30 years, MetaSource, based in Draper, Utah, delivers business process outsourcing and digital mailroom services. Over time, the company has built a solid reputation in highly regulated industries by providing document management solutions that prioritize data security and compliance.
In particular, MetaSource is a reliable partner for banks and insurers seeking automation that meets strict regulatory standards. In addition to its core scanning and mailroom services, MetaSource offers configurable workflow automation tools that support the review, approval, and routing of documents and electronic mail. This makes it especially useful in environments where audit trails and policy enforcement are essential.
Key Capabilities:
- Full service mail scanning and classification
- Metadata capture and human verified OCR
- Remote check deposit and secure digital delivery
Best For:
Financial institutions needing high accuracy, compliance documentation, and remote check processing.
Limitations:
May lack address flexibility and same day turnaround options; more rigid pricing structures.
Best for Rigid High Volume Mailrooms
Founded in 1989 and based in El Paso, Texas, DATAMARK specializes in large scale business process outsourcing, placing digital mailroom services at the center of its offerings. The company has steadily expanded its reach by launching multiple delivery centers across the United States and internationally. Today, it supports clients in key sectors such as transportation, healthcare, and government.
DATAMARK designs its services specifically for enterprise organizations that process thousands of documents each day. By leveraging scalable infrastructure and proven workflows, the company helps high volume operations cut costs and improve efficiency.
What They Offer:
Business process outsourcing (BPO) for enterprise mailrooms
Digital document capture and classification
Human-led quality assurance and review workflows
Best For:
Large organizations that prioritize cost savings through scale and benefit from offshore processing support.
Limitations:
DATAMARK may not meet the needs of clients who require detailed metadata indexing, high-touch customer support, or same day turnaround capabilities.
Best for Simple Mailroom Workflows
Founded in 2020 and headquartered in San Francisco, Stable offers digital mailroom services designed for businesses that need a simple and straightforward way to manage physical mail digitally. Instead of relying on in-house mailrooms, clients receive their mail at one of Stable’s multiple receiving addresses, which is then forwarded to a centralized scanning facility for processing.
Once scanned, documents become accessible through an online portal, where users can view and route them using basic rules. Because the platform is self-service, businesses can get started quickly with minimal setup. However, this simplicity also means that Stable may not meet the needs of organizations that require advanced compliance, dedicated support, or faster processing.
What They Offer:
- Receive mail at multiple address locations across the U.S., which is then forwarded to a centralized scanning facility
- Access documents online through a secure portal
- Route mail to individuals or shared folders using simple rules
Ideal For:
Businesses that want a streamlined, self-service solution for digitizing and forwarding everyday mail.
Limitations:
Stable operates without dedicated project managers and may not offer the personalized support or oversight that larger organizations require. It may also lack secure mail receiving locations and advanced compliance certifications. Turnaround times can be slower compared to enterprise-grade providers. Workflow customization are limited.
Comparison Chart of
5 Best Digital Mailroom Outsourcing Companies
| ILM Corporation | Iron Mountain | Meta Source | Data Mark | Stable | |
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| B2B Outsourcing Focus |
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| AI & OCR w/ Human Verification |
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| Same Day Turnaround |
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| Multiple Mailbox Options |
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| Response & Print and Mail Options |
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| Dedicated Project Managers |
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| ISO 9001:2015 Quality Management |
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| Remote Check Deposit (RCD + ICL) |
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Digital mailroom outsourcing offers faster processing, stronger security, and more efficient operations—but only if you choose the right partner.
While each provider featured here is well respected in the industry, they all bring different strengths and limitations to the table. By selecting a provider that closely aligns with your business goals and operational needs, you will be in a much better position to streamline your mail processing and unlock long term value.
Disclaimer: The content of this blog post reflects the opinions of the author and is intended for informational purposes only. While efforts have been made to ensure accuracy, the information presented is based on publicly available sources and may be subject to change. Readers are encouraged to verify details directly with the companies referenced.
