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Digital Mailroom for Human Resources

Make HR processes more efficient with AI-driven digital mailroom services.

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Why Digital Mailroom?

Digital mailroom solutions automate document-intensive human resources operations.

Simplify document intake and processing for HR departments and utilize the Ondox digital mailroom solution to streamline HR document processing efficiently.

Reduce time-to-onboard

Eliminate information security risks

Increase productivity of remote teams

Ensure security and compliance

Achieve friction-free processing

Control document gathering, distribution, sharing and custody

Auto-route inbound documents

Streamline the HR document flow by automatically routing inbound documents to their intended destinations. Ensure that documents reach the right hands quickly, reducing delays in recruitment processes, employee onboarding, benefits administration, and record-keeping.

Tracking visibility

Gain real-time insights into the status of documents in the pipeline and monitor the progress of document processing. Empower HR professionals to maintain control and transparency throughout the document lifecycle.

Accelerate onboarding processes

Simplify document viewing, approval, and forwarding

Quickly receive, access and review documents digitally. Eliminate the need for physical paperwork and manual document handling. Easily mark approvals and rejections to increase the overall efficiency of HR operations.

Improve processing speed with case management

Monitor the progress of each onboarding process, with all relevant documents and tasks organized within a digital case folder. Avoid bottlenecks and ensure no critical documents are overlooked with a reliable, standardized, and automated approach to gathering essential documents and storing them together.

Document workflow for remote teams

Support workflow for document-centric teams

Ensure that all team members have access to the documents they need and can participate in document-centric tasks seamlessly. Provide a centralized and cloud-based platform where HR professionals can access, process, and collaborate on incoming documents from anywhere.

Remove information security risks of scan-to-email and forward-by-email

Replace error-prone and unsafe paper-based processing with secure digital mail flows. Remove the information security risks of distributing confidential information via email. Provide access only to authorized people and prevent accidental or fraudulent distribution to anyone else. Eliminate the risk of unauthorized access during document exchange and minimize the risk of data breaches.

What our customers say

When documents arrive in the mailroom or in our email inbox, Ondox automatically routes them quickly to the right people. It saves us time and nothing falls through the cracks.
HR Director
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


A digital mailroom revolutionizes document handling for HR teams. It enables HR professionals to streamline document intake, processing, and distribution, significantly reducing manual tasks. By capturing and digitizing any HR documents, whether it arrives as paper or an email attachment, a digital mailroom enhances document organization and retrieval.

HR personnel can easily access, share, and collaborate on documents, facilitating seamless recruitment, onboarding, benefits administration, and record-keeping. The automation and centralization provided by a digital mailroom result in increased efficiency, cost savings, and improved service delivery to both employees and candidates.

A digital mailroom can effectively process a wide range of HR documents. This includes resumes / CVs and job applications submitted by prospective candidates, employee onboarding forms, tax-related documents, benefits enrolment forms, performance reviews, disciplinary records, and training materials, and more.

Additionally, it can handle both electronic and paper-based documents, making it versatile for all HR document types. Incoming documents from any channel can be consolidated, so HR teams don’t have to search in different systems for incoming documents relevant to their work. Documents are easily searchable and retrievable when needed, so HR professionals are more efficient and effective.


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