Automate Document Intake & Routing with AI

Q: Is a digital mailroom secure?

A digital mailroom can be secure, but only when equipped with robust security measures. These include strict access control, data encryption in transit and at rest, secure communication channels, comprehensive audit trails, and safeguards for data integrity. Features that support compliance with data protection regulations are essential, especially when meeting required standards for handling sensitive information.

Too Many Documents. Too Many Touches.

Business processes often slow down before work even begins.

Incoming documents arrive through mail, shared email inboxes and portal uploads. Employees manually read and review, understand document content, extract information, key and re-key into multiple systems, and then act based on the document content. Every document. Multiple human touches.

This approach, adopted as normal in an era before AI, creates bottlenecks, delays customer response times and makes scaling operations difficult. The cost in human effort and lost time is no longer acceptable.

AI Transforms Document Intake into Automated Workflow

Intake from Anywhere

Receive documents in mailrooms, shared email inboxes, or customer portals.

Understand and Route

AI reads documents and routes based on document content

Deliver Digitally

Fast and secure distribution to employees & systems

Manage Document Flow

Auto-escalate urgent documents, forward to colleagues, add to case, and more

Manage Lifecycle & Security

Track document work and lifecycle. Automate document SLAs & audit trails

Reporting & Analytics

Monitor workloads, service levels & operational performance

What is a Digital Mailroom?

A digital mailroom uses AI to automate document intake and flow. It transforms the process of receiving incoming documents and efficiently routing, tracking, processing and managing document flow.

Digital mailroom solutions allow receipt anywhere of physical and “born digital” documents, and then distribute documents digitally for 24×7 access anywhere.

AI-powered digital mailrooms understand documents on arrival. They automatically index for storage and retrieval, route based on content, and trigger current systems and workflows.

Read our Digital Mailroom Software: Buyer’s Guide and talk to our digital mailroom experts to automate the flow of documents in your organization.

Insights

Digital Mailroom Software: Buyer’s Guide

Choosing the right digital mailroom software The market for digital mailroom software has fragmented…

Find out more

Benefits of Ondox Digital Mailroom for Document Flow Automation

Respond faster to customers, partners, suppliers

Increase productivity of in-office & remote teams

Increase security of documents from intake to completion

Cut costs of document-dependent work

Common Use Cases

FAQs

In many organizations the intake of documents remains heavily manual and not well controlled, monitored or managed. Ondox digital mailroom solutions plug the security gaps of these legacy approaches.

Ondox includes strict access control, data encryption in transit and at rest, secure communication channels, comprehensive audit trails, and safeguards for data integrity. Ondox ensures compliance with data protection regulations and includes dashboards and reporting databases that support custom analysis.

Scan-to-email is convenient but poses security risks unacceptable to most organizations.

Email is the most vulnerable and most hacked system in any company. Email systems fail to stop the accidental or fraudulent sending of documents to the wrong people, including people outside the company. And crucially, email systems lack the active SLA-driven monitoring and audit trails that ensure document flow is tracked, managed and compliant.