Drowning in Mail?

Set yourself free with IDS Inbound Mail Services.

Streamline Your Incoming Mail with IDS Inbound Mail-room Services

IDS’s Inbound Mail-room Service transforms your traditional mail-room into a digital-first, efficient operation. We receive, sort, and digitize your incoming mail—eliminating manual handling delays and ensuring your organization receives critical information faster and more securely.

Services:

Mail receipt and intake at a centralized, secure facility


Automated document scanning and classification


Data extraction using OCR and AI-powered tools


Secure digital delivery to your designated recipients or systems



Real-time tracking and audit trails for compliance

Let IDS Modernize your Mail-room.
So you can focus on what matters most.

By digitizing and distributing your mail electronically, IDS helps your organization reduce operational costs, enhance document security, and accelerate business workflows.

FAQs

Inbound Remote Mail-Room Scanning Services

  • What is inbound remote mailroom scanning?

    It’s a service where IDS receives your physical mail, scans it securely, and delivers digital copies to your team—eliminating the need for onsite mail handling.


    Source: AIIM Glossary – Mailroom Scanning

  • Is remote mail-room scanning legal in Indiana?

    Yes. Indiana businesses may outsource mail handling and scanning as long as confidentiality, data protection, and retention standards are met.


    Source: Indiana IARA Electronic Records Guidelines


  • What types of mail can be scanned?

    IDS scans invoices, legal correspondence, medical records, contracts, HR documents, and other business-critical mail. Packages and sensitive items may be flagged for special handling.


    Source: IDS Service Overview

  • How is mail delivered digitally?

    Scanned mail is uploaded to secure portals or emailed to designated recipients. IDS uses encrypted channels and access controls to protect sensitive content.

  • Can scanned mail be integrated with document management systems?

    Yes. IDS can deliver files in formats compatible with SharePoint, DocuWare, Dropbox, and other platforms. Metadata tagging and indexing are available.

  • Is HIPAA compliance required for scanning medical mail?

    Yes. IDS follows HIPAA protocols for scanning and transmitting medical records, including encryption, audit trails, and restricted access.


    Source: HHS HIPAA Security Rule

  • How quickly is mail scanned and delivered?

    Most mail is scanned and delivered within 24 hours of receipt. Urgent items can be prioritized based on client instructions.


    Source: IDS Service Overview

  • Can IDS handle mail for multiple departments?

    Yes. IDS can sort, scan, and route mail to different departments or individuals based on custom rules and recipient lists.

  • What happens to the physical mail after scanning?

    Clients may choose to have mail shredded, archived, or forwarded. IDS follows retention policies and client preferences for post-scan handling.


    Source: Indiana Records Retention Schedules

  • Does IDS offer mailroom scanning for law firms and healthcare providers?

    Yes. IDS specializes in secure scanning for legal and medical clients, with workflows tailored to compliance, confidentiality, and rapid access.

Still have a question?

Drop us an Email at NMcDaniel@idsindy.net