Digital Mailroom Outsource Services: Streamline your mail

Digital mailroom outsource services will transform inbound paper mail into usable electronic data. Resulting in accelerating the delivery of critical documents to the right people. 

Eliminate staffing headaches, missed deadlines and the hassle of paper when outsourcing your mailroom intake and scanning.  Outbound printing and mailing couldn’t be easier, freeing valuable staff to handle more pressing issues.

What is Mailroom Outsourcing?

Organizations struggle with receiving physical mail and quickly distributing it to the right person. This information is best handled digitally.  Mailroom outsourcing makes sense when a company is dealing with:

  • A remote or hybrid staff
  • Struggle to reliably and consistently collect and distribute mail
  • Hassle to properly staff and manage their internal mail room
  • Missing crucial deadlines 
  • Keeping up with technology and security

Outsourcing all or parts of incoming mail scanning and outbound printing and mailing to a professional partner, the headaches of staffing, security, and advanced technology melt away.  ILM  custom designs a solution that fits your exacting requirements of receiving, scanning, and securely distributing your digital mail.

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Digital Mailroom Outsourcing Services

Faster response to your incoming documents

Quicker deposit times for your incoming payments

Eliminate staffing issues

Powerful Features

Dedicated Project Manager

Work with an experienced Project Manager, knowledgeable about all aspects of your project to handle all the fine details.

Actual Business Street Address or Keep Your Own

A real business address able to receive government and bank mail and FedEx or UPS.

Keeping your current address is absolutely an option.

Full control and access of your mail with:

  • Advanced Notifications
  • Automated Custom Routing
  • Powerful fielded or full text search
  • Flexible Sharing Capabilities
  • Escalation Warnings
All Mail is Scanned

All mail is automatically scanned to a Searchable PDF then uploaded to your portal.  

Mail Forwarding

Original mail is easily forwarded.

Electronic Check Depositing*

Electronic check depositing directly to your bank with Remote Check Deposit or Image Cash Letter and capturing all check details

Do you struggle with:

  • A remote or hybrid office and managing paper intensive tasks?
  • Ability to consistently staff the positions to handle non-core positions dealing with digitizing and distributing mail or depositing checks?
  • Quickly digitizing your mail in a consistent and reliable fashion so you can securely share with your staff?
  • Printing and mailing documents?
  • Being overwhelmed with the peaks and valleys and volume  and straining to keep pace?

Valued Clients

Digital Mailroom Outsource Services

Inbound Mail Processing

Each business day, we collect, prepare, digitize and deliver your inbound mail as a PDF file that you can take action and share.

  • SOC 2 Type 2 Certified
  • HIPAA compliant
  • Automated workflows
  • Stringent auditing requirements
  • Records retention

Lockbox / Check Depositing

Perform Image Cash Letter (ICL) or Remote Deposit Capture (RDC) of your incoming payments or donations directly to your bank. Capture check and reply remittance information.

  • Provide PO or Caller Box
  • Experts at Exception handling

Printing & Mailing Services

Printing and mailing of your business documents, statements, invoices, notifications, etc.

CASS certified presort mailings of custom black & white or colored laser printed letters inserted into windowed standard or oversized envelopes.

We get it – Trust and Experience Matters

How it Works

Design Your Custom Workflow

Each client has a unique set of challenges to be solved. We have a lot of experience, tools and resources to solve them. From keeping your own address or our receipt options, to automated workflows, we create a custom solution that fits your exact requirements.

Onboarding and Implementation

Understanding how you do business then matching our services to suit. We will test and validate all the processes to ensure a smooth transition from your current process.

Deliver Usable Data

Collecting and digitizing mail, depositing your incoming payments, printing and mailing your statements or paying your vendors. Each step of the way, you are kept in the loop working with your dedicated Project Manager who dutifully logs all transactions.

Our Process

When choosing a service partner for mailroom services, ILM makes it easy to understand the benefits of mailroom outsourcing. We handle all of the nitty gritty of addresses, PO Boxes, preparing, sorting, digitizing your incoming mail or faxes. Outbound printing and mailing documents such as invoices, notices and statements is also simple and straightforward.

Additional Resources

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