Learn how your remote workforce can maintain business continuity now and evolve in the future with a digital mailroom strategy. Want to follow along with the webinar replay? Download it here for FREE: https://info.aiim.org/transform-with-digital-mailroom

1. Underwritten by:
#AIIMYour Digital Transformation Begins with
Intelligent Information Management
Cut Paper Mail Off at the Pass:
How Digital Mailroom Services
Transform Your Organization to the
New Normal of Remote Working
Presented May 13, 2020
Cut Paper Mail Off at the Pass:
How Digital Mailroom Services Transform Your Organization
to the New Normal of Remote Working
An AIIM Webinar presented May 13, 2020

2. Underwritten by:
Today’s Speakers
Kevin Craine, MBA
Content Strategist, AIIM
Host of AIIM On Air Podcast
Helene Fox
Senior Advisor, Global Technology
Iron Mountain
Anke Conzelmann
Director, Product Management
Iron Mountain

3. Underwritten by:
Kevin Craine, MBA
Content Specialist, AIIM
AIIM On Air Podcast Host
Introducing our Speaker

4. Underwritten by:
The New Norm Will Not Be Normal
COVID-19 has forced the
future of Digital
Transformation TODAY.
The “impossible”
is now possible.
Not only
possible, but
essential.
Essential for today...and
for a post-pandemic
business world.

5. Underwritten by:

6. Underwritten by:
Rethinking The Way We Do Business
No one is sure of the long-
term impact on business.
What will the “new
norm” look like?
Business as usual
will not be usual.
Digital Transformation is
necessary today to survive, and
essential tomorrow in order to
compete post-pandemic.

7. Underwritten by:
The Age of The Digital Mailroom
COVID-19 is forcing organizations to rethink incoming mail.
Continued access to critical mail is essential.
• The vast majority of firms (80.8%) still use paper checks to pay their suppliers.
• Over 70% of invoices arrive via postal mail.
• Over 40% are still delivered via fax machine.
Digital Mailroom emerges as a powerful tool for transformation.

8. Underwritten by:
Capturing Opportunity
Move beyond a “save, store, and protect” mindset.
Digital Transformation is about using information to improve organizational performance.
AIIM research:
73% of organizations see the transformation as essential for their survival (pre-pandemic).
Top 3 capture capabilities:
• 48% = Extraction of data from forms with fixed structures
• 43% = Barcode extraction from PDF and other digital documents
• 37% = Free form extraction of data from unstructured documents
Now is the time to take action.

9. Underwritten by:
Capturing Data at the Point of Entry
Digitizing incoming mail will
take an increasing critical
role.
The sooner information
becomes digital the sooner
it can be used to drive
workflow and performance.
Must capture information
at the right time or miss
the opportunity.
AIIM research: Getting the right
information to the right person in
context a problem for 75% of
organizations.
Top Three Most Important Goals for
Digitization
• Increased Efficiency and Productivity (56%)
• Greater Problem Solving and Collaboration (45%)
• Better Levels of Customer Service (38%)

10. Underwritten by:
Joining Our Discussion
Helene Fox
Senior Advisor, Global Technology
Iron Mountain
Anke Conzelmann
Director, Product Management
Iron Mountain

11. COVID-19 is forcing organizations to rethink their daily
routines... including incoming mail. How should
organizations react today with respect to their mail?

12. Underwritten by:

13. Your (Emergency Digital Mailroom) service enables
organizations to continue to access critical mail through
these changing times. Can you describe how it works?

14. Underwritten by:
Iron Mountain® Emergency Digital Mailroom Service
PHYSICAL DOCUMENTS
DIGITAL DOCUMENTS
REDIRECT MAIL
Customer Notifies Postal Services Of
Mail Redirection
RECEIVE AND OPEN MAIL
Iron Mountain Will Receive And Open Your
Inbound Mail From Postal Services At
Our Secure Facilities
IRON MOUNTAIN
SCANNING CENTER
DOCUMENT
PREPARATION
DOCUMENT
SCANNING
QUALITY
ASSURANCE
INDEXING INDEXING
VERIFICATION
INGEST SCANNED DOCUMENTS
FULL TEXT OPTICAL CHARACTER RECOGNITION (OCR)
PHYSICAL STORAGE
Iron Mountain Packs Physical Mail Into
Boxes To Be Stored In Secure Records
Management Facility
SECURE CLOUD
STORAGE
ACCESS
THROUGH YOUR SSO
ROBUST
SEARCH
ROLE-BASED
ACCESS
CONTROL

15. What happens to the physical mail once it has been
scanned and entered into the system?

16. Underwritten by:
Your Information Lifecycle

17. What security and access controls does your solution
provide to ensure digitized mail is protected?

18. Underwritten by:
Physical & Digital Data Needs to Be Protected

19. What are some ways to leverage the multi-channel information
captured in a digital mailroom in downstream processes that will
improve the performance of the organization?

20. Underwritten by:
PAPER MAIL &
PAPER DOCUMENTS
IRONMOUNTAINDOCUMENT
LOGISTICS AND TRANSPORT
IRON MOUNTAIN
SCANNING
RECORDS MANAGEMENT
STORAGE & SHORT TERM
RETENTION
SECURE SHREDDING
CUSTOMER
DISTRIBUTION AND RECEIPT
DIGITAL DOCUMENTS
STORAGE SHRED
DOCUMENT UPLOAD EXTRACTED METADATADOWNLOAD
ORIGINAL DOCUMENT DOWNLOAD
• Content Repository
• Classification
• Entity Extraction
• OCR
• Splitting
• Viewby PO Box #
CLASSIFICATIONS
• Claims
• Invoice
• Application
• Onboarding Docs
• Loan Docs
• Change of Address
• Customer Correspondence
KEY ENTITIES
• Sender Name
• Return Address
• Addressee
• Receive Date
UPLOAD
RETURN
ORIGINAL
DOCUM
ENTS
• Viewvia Iron Mountain InSight® GUI
• Download Original Content

21. Do you believe that digital mail is the last roadblock
to a truly paperless office?

22. Underwritten by:
Complete Digital Transformation Hasn’t Happened Yet

23. What are some next steps for organizations looking to
move forward with a Digital Mailroom?

24. Underwritten by:
Next Steps
AI/ML based classification, extraction, and metadata enrichment
Ability to apply retention and privacy/security policies

25. What should organizations be thinking about and
strategizing for in order to be prepared for business
post-pandemic?

26. Underwritten by:
Support for workflows to
allow routing of documents
and approvals
Enable Remote
Workforces
Multichannel
Ingestion
Simple UI to search and
access across your assets
AI/ML based
classification,
extraction and
metadata enrichment
Ability to apply
retention and
privacy/security policies
Future State of Digital Mailroom

27. Underwritten by:
Kevin’s Recommendations
What are some best practices to consider? Move forward with these.
1.Focus on identifying and building upon the core capabilities workers
need to get their work done.
2.Look to ingest information as soon as possible; at the first touchpoint.
3.Understand the practical tools knowledge workers currently use to
integrate information assets into their process responsibilities.
4.Experiment with automation tools that go beyond traditional BPM and
ECM capabilities.
5.Look to leverage digital mail to improve organizational performance...
and not just ‘survive.’

28. Underwritten by:
Take the Next Step
Turn to AIIM as a resource for
research and learning
Talk with the Supplier and
Services Providers
Pick one thing we discussed
today and bring that back into
your organization to improve
your information management
processes and practices
Intelligent Information
Management begins with you

29. Underwritten by:
Next Steps / Recommendations
Consider the future state
Think hybrid

30. ©2020 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the
mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other
countries. All other trademarks and registered trademarks are the property of their respective
owners.
IronMountain.com/DigitalMailroom
800.899.IRON
RESOURCES

32. Underwritten by:
#AIIMYour Digital Transformation Begins with
Intelligent Information ManagementYour Digital Transformation begins with
Intelligent Information Management