Digital Mailroom Solutions for Sustainable Business

Extract information from paper and digital files with document capture, data classification and AI to automate high-volume document processing tasks

Person using a laptop.

Improve operational efficiency with Digital Mailroom solutions

Stop struggling with manual paper handling and data entry with OpenText intelligent capture solutions

The days of traditional mailrooms, dominated by paper and manual processes, are ending. To stay competitive, organizations must rapidly transform incoming paper and files to be digitally signed, intelligently filed and used with automated workflows. Organizations need intelligent document processing solutions that deliver document capture and AI-based data classification to speed operations, delight customers and empower employees.

Digital Mailroom Solutions introduce more sustainable business practices while reducing operational costs, streamlining processes and improving customer service.

Key benefits

Transform paper and electronic documents into actionable data with digital mailroom automation and intelligent document processing to reduce manual errors, assure regulatory compliance and save money.

  • Speed data classification and processes

    Automate document capture workflows to eliminate the need to manually key metadata from digitized document images, PDFs or other incoming document formats.

  • Reduce paper handling with document capture

    Leverage scanning and document capture technologies to process paper and electronic documents for immediate digital availability and to eliminate continued paper handling.

  • Reduce costs

    Improve information flow within the organization, or even within a single line-of-business application, to reduce operational costs.

  • Enhance security

    Deliver secure access to documents customized at the user level, wherever and whenever they are needed.

  • Streamline approval processes

    Enable digital signatures to reduce the need to print, sign with a wet signature and copy paper documents.

Business impacts

  • Efficient sorting

    Incoming mail must be sorted daily. Manually sorting is cumbersome, repetitive and wastes time that can be spent on more business-focused tasks. Intelligent process automation, including automated sorting, saves time and increases efficiency.

  • Simplified customer onboarding

    Organizations need seamless onboarding experiences. Processes that depend on manual input create delays that lead to frustrating customer experiences. Automate onboarding with intelligent document processing to streamline customer acquisition.

  • Accelerated invoice processing

    Processing invoices quickly is crucial to cash-flow management. Manual review tasks are slow and prone to error, risking upset customer calls and damaged relationships. Leverage intelligent document processing to extract data from paper and digital invoices to support automation of high-volume invoice processing tasks.

  • Assured corporate sustainability

    Organizations must meet public demand for more sustainable operations. Reliance on paper makes it difficult for corporations to reduce their environmental footprint. Digitize paper-based processes to support sustainability and ESG compliance.

Leaders trust OpenText

See how customers are succeeding with Digital Mailroom for Sustainable Business.

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Global shipping company streamlines operations

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Bibliotheca Alexandrina is at the forefront of digital transformation with OpenText

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Capitec Bank innovates to create real-time client interaction

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County of Los Angeles automates appeals process with OpenText

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Explore the components of the solution


OpenText offers products to digitize traditional mailrooms and improve process automation:

Professional Services

OpenText combines end-to-end solution implementation with comprehensive technology services to help improve systems.

Digital Mailroom for Sustainable Business resources

Transform documents into actionable business insight

Read the eBook

Boost ROI and streamline document processing with intelligent capture

Get the insights from AIIM

Document Imaging Report: Business trends on digitizing paper processes

Read the article

Transform into a digital, data-driven organization through automation

Learn how with low-code business process automation

Retail Banking process automation enabled by a digital mailroom

Watch the demo

Make customers and employees happy with OpenText Cloud Capture

See Cloud Capture in action

The new wave of digital mailroom automation

Read the blog by Ralph Gammon from Infosource

Intelligent Capture: expanding on mailroom capabilities

Read the blog

Intelligent Capture blog collection

Explore the blog collection

Frequently asked questions

In a digital mailroom, incoming paper documents are digitized by scanners. Combined with incoming digital files, capture technology then creates text-readable PDFs and extracts data for efficient routing and use in automated workflows.

Digital mailroom solutions digitize paper to improve capture flows and automate paper-based tasks, such as wet signatures or printing images.

Digital mailroom solutions eliminate paper, introducing more sustainable business practices and reducing environmental footprints to support ESG compliance.

With digital mailroom automation software, organizations can automatically initiate workflows and digitize paper-based processes. The metadata extracted from digital documents triggers automated processes, from initial sorting to customer workflows that require document signatures and approvals.