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Digital Mailroom for Facilities

Transform the cost, speed, simplicity, and security of mailroom operations with AI-driven digital mailroom services.

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Why Digital Mailroom?

Digitize and distribute inbound documents quickly, securely, and reliably to the teams and individuals who need them, empowering people to work better and revolutionizing mailroom operations.

Modernize your mailroom into a centralized hub for document intake and processing. Drive digital transformation throughout the organization.

Automate mailroom operations

Reduce document processing costs

Accelerate document distribution

Ensure security and compliance

Support remote and hybrid teams

Increase mailroom efficiency and cut costs

Automate mailroom operations

Reduce manual effort and cost of physical document handling, scanning, indexing, transportation, forwarding, and storage. Leverage intelligent automation to automatically classify, sort, index and digitally distribute incoming documents. Store digitally to reduce physical storage costs, and accelerate shredding where possible.

Streamline mailroom requests

Save time and reduce effort by enabling mailroom teams and mail recipients to communicate efficiently on commonly required actions, including “Open and scan”, “Rescan”, “Hold for pickup”, and “Deliver physical document”.

Manage document security, retention and lifecycle

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
The Ondox digital mailroom solution has helped us drive digital transformation across the supply chain.
IT Director, Transportation Leader
Ondox has delivered digital transformation to our customer interactions, across multiple use cases and business units.
Transformation, Global Asset Manager
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
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
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
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


Yes, but because every organization has unique needs a digital mailroom solution needs to be flexible enough to allow customization that’s easy and fast to do. Ondox is a solution specifically created to meet digital mailroom needs, so all common customizations are already available as simple configuration options.

Built-in configuration features of Ondox digital mailroom solutions allow managers, without coding or an IT project, to manage team membership and permissions, configure document and case types, make pre-built actions available to teams, set SLA standards, customize dashboards, and more.

A digital mailroom transforms your whole enterprise, not only the mailroom. By delivering incoming documents in digital format quickly to teams and individuals at their point of need, it not only improves mail processing but also helps drive the digital transformation of downstream processes currently completed manually.

It streamlines the handling and processing of incoming documents, transforming the mailroom by reducing the manual tasks associated with physical mail and paperwork. This results in improved efficiency across all mailroom operations.

Additionally, automation features within a digital mailroom help route documents to the right departments or individuals, ensuring that critical information reaches its destination promptly. This can be particularly valuable in time-sensitive operational tasks.

Moreover, digital mailrooms enhance the security and privacy of sensitive operational documents, protecting them from physical mishandling or unauthorized access.

A digital mailroom optimizes operational processes by increasing efficiency, reducing manual labor, improving document handling, and ensuring the security of operational data.


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