Your Mail, Digitized and Delivered
ILM Corp’s digital mailroom services receive, digitize, deposit, and deliver high-volume mail for organizations that cannot afford to get it wrong. SOC 2 Type II and HIPAA certified. Mail in your team’s hands in 24 to 48 hours instead of 5 to 7 days, at 30 to 50% less than running a mailroom in-house.
A digital mailroom means your incoming mail no longer arrives at your building. Digital mailroom services move the entire operation to a secure outsourced facility through mailroom outsourcing. It arrives at ours. Trained staff open it, scan it at 300 DPI with our mail scanning services, run OCR so every page is full-text searchable, index it by recipient or department, and deliver it into your systems as secure digital files, usually the same day. Checks are captured and deposited on the way through with check depositing. Physical items are stored, returned, or shredded to your instruction, with a certificate of destruction. Nothing waits for someone to be in the office.
That is the difference between a digital mailroom and a virtual mailbox. Virtual mailbox services are built for freelancers and startups handling under 50 pieces a month: consumer-grade scans, no security certifications, a PO box address that banks often reject. An enterprise digital mailroom serves organizations processing 500 to 5,000+ pieces a month that need audited security, check depositing, a CMRA-certified street address, integration with their business systems, and a named account manager.
Most organizations that decide to digitize their mail face the same choice: build an in-house digital mailroom or outsource the digital mailroom to a provider. Both get mail onto screens. They differ in what you have to own to get there.
You keep the mail and add the technology and people to digitize it. That means production scanners, capture and OCR software with per-seat licensing, an indexing and routing layer, a document management system to land the files in, and staff trained to run it every day, including coverage for absences and turnover. If you handle regulated mail, you also carry the SOC 2 or HIPAA controls and the annual audits yourself.
It makes sense when mail volume is low and predictable, the mail is not sensitive, and you already have a records team with capacity. Start with our mailroom management best practices if this is your route.
The mail is redirected to a provider that already owns the equipment, software, certifications, and staff. You get the output, searchable files delivered into your systems within a defined turnaround, and pay for actual volume rather than fixed headcount and equipment. With ILM Corp, that means SOC 2 Type II and HIPAA certified facilities, 300 DPI scanning with OCR, check depositing, and a named account manager, fully operational within 30 days.
It makes sense when volume is 500+ pieces a month or swings, the mail carries deadlines or PHI, teams are remote, or you want the operation off your books. See mailroom outsourcing services and digital mailroom pricing.
The honest test is the third year, not the first. In-house digital mailroom software is a capital purchase followed by a maintenance contract, license renewals, and a rehire every time the person who ran it leaves. Outsourcing turns that into a monthly operating cost that scales down as easily as up. Most ILM clients see a 30 to 50% lower total cost and full ROI within 3 to 6 months.
Mail arrives at our SOC 2 certified facility, or at the CMRA-certified business address we provide. Certified items are signed for, and every piece is logged and reconciled within 2 hours of delivery with a unique tracking ID. You get an arrival notification automatically.
Sorted by recipient or department, junk discarded, sensitive items flagged, then scanned to searchable PDF at 300 DPI with key fields indexed. Quality assurance checks every batch for 99.9% accuracy before anything leaves the floor.
Mailroom automation handles routing, flagging, and escalation based on sender, document type, or keywords, so nothing falls through the cracks. Checks are captured, endorsed, and deposited to your account, with payor and amount data extracted for your accounting system.
Delivered into your platform of choice: secure web portal with role-based access, encrypted email, SFTP, or direct API integration with SharePoint, NetSuite, Box, or your document management system. Standard turnaround is 2 business days; same-day processing is available for urgent mail. Originals are stored 30 to 90 days, then returned or shredded to your instruction.
Instead of buying one product, you solve multiple headaches with one company. Mailroom outsourcing, mail scanning, check depositing, and outbound mail, delivered as one digital mailroom solution. One team, one standard, one point of contact.
Outsourcing mailroom services to ILM means we take over mailroom management end to end: receiving, opening, scanning, routing, storage, and destruction, with transparent pricing and a dedicated account manager. Most clients cut mailroom cost by 30 to 50% and see ROI within 3 to 6 months.
Outsourcing mailroom services to ILM means we take over mailroom management end to end: receiving, opening, scanning, routing, storage, and destruction, with transparent pricing and a dedicated account manager. Most clients cut mailroom cost by 30 to 50% and see ROI within 3 to 6 months.
We collect, open, scan, and index your incoming mail into searchable digital files at 300 DPI with OCR. Delivered fast, with full chain of custody and 99.9% accuracy.
We collect, open, scan, and index your incoming mail into searchable digital files at 300 DPI with OCR. Delivered fast, with full chain of custody and 99.9% accuracy.
Add document scanning services to your mailroom contract. A standard mailroom outsourcing or mail scanning contract digitizes incoming mail, emails the recipient, and stores mail by recipient. Existing mailroom clients can add document scanning for back-file conversion and ongoing paper, handled by the same team to the same standard. With document scanning added, incoming mail can also be stored by type, for example claims, customer support, and billing for an insurance client, and synced to your own digital storage or integrated into your operating systems. Also available: data extraction, large-format scanning up to 36 inches, hosted document management with automated workflows, and API or SFTP integration with SharePoint, NetSuite, Box, and Dropbox Business.
Many companies offer mail scanning. Few deliver a complete digital mailroom service. These are the things that set ILM apart from virtual mailbox providers and basic mail forwarding services.
Eliminate dedicated mailroom staff at $4,000 to 8,000 per month, plus equipment, space, and training. No upfront investment, no long-term contract. Most clients see positive ROI within 3 to 6 months.
Mail reaches the right hands in 24 to 48 hours instead of 5 to 7 days. Contracts, invoices, claims, and compliance mail move without physical delays. Same-day processing is available for urgent items.
SOC 2 Type II certified facilities with annual audits, HIPAA-compliant handling with Business Associate Agreements available, encrypted delivery, and complete audit trails from receipt to delivery.
Our Commercial Mail Receiving Agency certification means government agencies, banks, and business partners accept our address as your official business address. PO boxes and virtual offices are routinely rejected for that purpose.
Remote employees, satellite offices, and distributed teams get the same instant access to business mail from anywhere, with no forwarding delays and no security gaps.
Our implementation team handles USPS address changes, routing rules, user training, and system integration, with a parallel-run period so nothing is missed. Most clients receive digital mail within the first week. See pricing.
ILM Corp reduced our mailroom costs by 43% in the first year while improving security and response times. The transition was seamless and our remote team now has instant access to all business correspondence.
We process over 2,000 mail pieces monthly across multiple locations. ILM’s digital mailroom gave our distributed team instant access to mail and eliminated lost documents entirely. The check depositing service has improved our cash flow significantly.
Regulated mail runs on trust as much as speed. These are the standards we hold ourselves to, so you do not have to take our word for it. Your mail receives the same protection as banking and healthcare records.
These are the industries we concentrate in. If your mail is sensitive and regulated, chances are we already handle it.
Carriers and agencies across Property & Casualty and Life & Health. Claims, policy documents, and payments digitized, routed by type, and reconciled.
Providers and payers. Patient records, claims, EOBs, and medical correspondence handled under HIPAA-aligned chain of custody with a BAA.
Lenders, servicers, and debt collection. Checks, applications, statements, and regulatory notices processed fast and deposited within 24 hours.
Law firms and legal departments. Court filings, client correspondence, and privileged documents under SOC 2 controls. The Institute for Justice cut document retrieval time by 85% and mailroom cost by 43%.
Consolidated mail and check handling across many properties, routed to the right people automatically.
Donation processing with check depositing, member correspondence, and grant documentation. Green America processes 2,000+ pieces a month with no lost donation checks.
Also serving agencies with government document scanning and digital mailroom services.
The questions prospects ask most before engaging ILM Corp. For implementation, pricing, security, and integration detail, see the complete FAQ.
Mail arrives at our SOC 2 certified facility, where trained staff log and reconcile every item within 2 hours and assign a tracking ID. Mail is opened under secure protocols, scanned at 300 DPI, and processed with OCR so every document is searchable by keyword, date, or sender. Files are delivered through a secure web portal, encrypted email, SFTP, or API integration with your document management system. Originals are stored 30 to 90 days, then shredded with a certificate of destruction. Standard turnaround is 2 business days, with same-day available.
Before go-live we configure routing rules, user accounts, and delivery preferences, and coordinate the USPS change of address or set up your CMRA business address. On day one, mail arrives at our facility, is logged and scanned, and your team receives it digitally the same way they will every day after. A parallel-run period during the first week catches anything that needs adjusting.
Two options. File a USPS change of address to route existing mail to our facility, which our implementation team coordinates for you, or adopt our CMRA-certified address as your official business address for new correspondence. The USPS change of address takes 1 to 2 weeks to take effect, and most clients do both during the 30-day implementation.
Originals are held in secure, climate-controlled storage for your chosen retention period, typically 30 to 90 days. After that they are returned to you, forwarded, or shredded with a certificate of destruction, per your instruction. Checks are deposited and retained under your bank’s requirements.
Pricing has three parts: a one-time implementation fee, a monthly project management fee for your account manager and quality oversight, and variable processing fees based on actual volume. No long-term contracts, no hidden fees. Digital mailroom cost is driven by monthly volume, service level, and document complexity. Most organizations save $30,000 to 50,000 a year versus in-house operations that typically run $70,000 to 150,000+ with labor, equipment, and compliance costs. See our digital mailroom pricing or request a custom quote.
See whether ILM is the right fit for your volume and requirements. A 20-minute discovery call, no pressure. Most organizations are fully operational within 30 days of signing. Three fields, or call 540-898-1406.
