Why Facilities Teams Need a Digital Mailroom

Facilities teams manage high volumes of incoming mail, packages, documents and workplace requests. A Digital Mailroom automates receipt, digitization, routing and delivery so employees get information faster while reducing operational costs.

Centralize mail intake, document distribution and workplace communications in one secure platform that supports both office-based and hybrid workforces.

Automate inbound mail handling

Reduce facilities operating costs

Deliver documents faster

Improve governance and compliance

Support hybrid work

Increase efficiency and cut costs

Automate inbound mail operations

Reduce manual handling of incoming mail, scanning, sorting, forwarding and distribution through intelligent automation.

Streamline workplace document delivery

Enable recipients to request scanning, delivery, pickup or redistribution without manual coordination.

Improve Visibility, Security and Compliance

Track end-to-end document lifecycle

Automate the tracking of each stage of document processing. Access full metrics on document volumes, processing times, SLA achievement, document status, etc. Manage document retention schedules.

Ensure document and information security

Apply robust and granular controls to ensure documents can only be viewed by employees or members of designated teams. Encrypt documents during both transmission and storage and protect against data breaches. Generate a full audit trail of document interactions and data changes throughout the document lifecycle.

Support remote and hybrid teams

Support document workflow for distributed teams

Allow remote and hybrid team members to securely access, process, and collaborate on documents from anywhere and at any time. Maintain fast and efficient mailroom communications with anyone in the business, no matter where they are.

Control remote access

Implement robot and granular controls to ensure that only authorized personnel can access, modify, or share distributed documents. Avoid the risks of accidental or fraudulent loss due to scan-to-email or forward-over-email usage.

What our customers say

Ondox helped us modernize our traditional mailroom to meet the needs of today’s digital business world.

— Director of Real Estate and Facilities Management

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Case Study

Global Insurer

Leading global multi-line insurer providing property & casualty and life insurance products and services…

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The Ondox digital mailroom solution has helped us drive digital transformation across the supply chain.

— IT Director, Transportation Leader

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Case Study

Logistics Leader

One of the world’s largest independent bottlers serving over 50 leading brands.

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Ondox has delivered digital transformation to our customer interactions, across multiple use cases and business units.

— Transformation, Global Asset Manager

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Case Study

Reinsurance Leader

From 60+ offices worldwide this global reinsurer’s team of 3,000+ employees provide expertise in…

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For our highly distributed office network and our large workforce of hybrid and at-home workers, Ondox is an invaluable mail processing and distribution solution.

— Director of Facilities and Operations, Telco Leader

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Case Study

Telecoms Leader

This telecoms industry leader provides voice, data and video services and solutions through a…

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Inbound paper-based documents used to slow down the work of many of our teams. Now the Ondox digital mailroom gets documents faster to case team members and we can serve constituents better.

— Director of Social Programs, Government Agency

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Case Study

Multi-line insurer

Operating in multiple countries this multi-line insurer processes high volumes of personal, business, and…

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The team behind Ondox worked as an extension of our team from the outset. Their agility, product knowledge, and professional approach were instrumental in achieving our goals.

— BPO Client Transformation Executive, SPS Global

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Case Study

SPS Global

SPS is one of the world’s leading technology-driven business transformation companies. It provides business…

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Our traditional mailroom simply could not meet the needs of our increasingly remote or hybrid teams. Ondox solved that problem and transformed our mailroom operations.

— Facilities Manager, Financial Services Leader

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Case Study

Online Retailer

Online Retailer operating globally as a marketplace for third-party and proprietary products.

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FAQs

A digital mailroom captures incoming mail, documents and requests from multiple channels, digitizes them and automatically routes them to the appropriate facilities teams. This improves visibility, reduces manual handling and ensures important information reaches the right people faster.

A digital mailroom gives facilities teams secure access to incoming documents regardless of location. Physical mail, forms, invoices and correspondence can be digitized, distributed and tracked electronically, allowing remote and hybrid teams to work efficiently without relying on paper-based processes.