Is Xerox Digital Mailroom Service Right for Your Business?

Ever found yourself swimming in a sea of emails and piles of mail? Sorting through it all, figuring out who needs what, and getting it into the right hands on time? It’s more than a headache, it’s a bottleneck. And in today’s fast-moving business world, bottlenecks cost more than just time.

At Strategic Technology Partners of Texas, we’ve been helping businesses streamline the way they handle information for nearly 40 years. As a trusted Xerox partner, we help organizations make sense of smart digital tools like Xerox® Digital Mailroom Service. These tools are built to reduce friction, not add complexity.

If you’re wondering whether this solution is a good fit for your organization, this post will help you understand what it actually is, what it does well, where it might fall short, and how to decide if it’s the right move for your team. 

What Is Xerox Digital Mailroom Service?

Xerox Digital Mailroom Service is an end-to-end solution that digitizes all your incoming mail, physical or digital, and routes it where it needs to go automatically. It’s more than just scanning mail. It uses a combination of automation, AI, and intelligent document processing to capture and classify information, extract important data, and deliver it to the right people or business systems. 

Think of it like this: instead of stacks of envelopes or email attachments getting forwarded manually, everything is sorted, scanned, categorized, and sent where it needs to go fast.

Key Features (That Actually Make a Difference)

Here’s what you’re really getting with this service:

1. Intelligent Capture

Whether it’s a paper invoice or a digital contract, Xerox captures and converts it into usable data. The system uses scanners, OCR (optical character recognition), and smart classification tools to make sure every document gets handled properly.

2. Robotic Process Automation (RPA) + AI

Repetitive tasks like identifying document types or extracting key fields? Xerox uses bots and AI to do it automatically. No need for someone to manually read and sort each item.

Learn more about Xerox’s Robotic Process Automation here.

3. Parallel Processing

Multiple tasks happen at once, such as scanning, data extraction, and routing, so your mail doesn’t pile up. This approach boosts processing speed and ensures operations keep moving.

4. Workflow Automation

Incoming mail doesn’t just get digitized, it gets plugged into the systems that keep your business running. Whether it’s accounts payable, customer support, or compliance workflows, Digital Mailroom helps information flow into the right place.

5. Content Management

Captured documents can be stored in Xerox DocuShare or other content management systems. From there, they’re traceable, searchable, and securely retained according to your organization’s policies.

6. Security

Mail often contains sensitive data. Xerox applies a four-pronged security approach: secure facilities, secure tech, vetted people, and airtight processes.

What Does the Process Look Like?

Here’s a simplified version of the workflow: 

1. Mail arrives — physically, digitally, or both.
2. Documents are prepped and scanned — using high-speed scanners.
3. Information is extracted and classified — with automation tools and AI.
4. Data and images are uploaded — into business systems or secure repositories.
5. Alerts or exceptions are flagged — for review if something’s missing or misclassified.
6. Your team takes action — on accurate, timely information that’s now accessible from anywhere. 

Pros of Xerox Digital Mailroom

• Increased speed – Mail gets processed and delivered digitally in minutes, not hours or days.
• Better accuracy – Automation reduces errors caused by manual sorting and data entry.
• Supports remote work – Employees can access documents securely from anywhere.
• Scales with you – Works for small teams or enterprise operations.
• Integrates with existing systems – Including content platforms like DocuShare and line-of-business tools.
• Boosts compliance – Creates audit trails and supports retention rules.

Cons (Because No Solution Is Perfect)

• Upfront planning is key – It’s not plug-and-play. You’ll need to define workflows and business rules.
• Not ideal for very low mail volume – If your team only gets a handful of mail each week, this might be more than you need.
• Ongoing cost – As a managed service, there’s typically a subscription or service fee.

What About Pricing?

Pricing varies based on volume, complexity, and whether you choose an on-premise, hybrid, or fully managed model. Xerox offers both subscription-based and perpetual licensing options. You'll likely need a custom quote based on your mail volume, integration needs, and preferred delivery model.

Who Is It Ideal For?

Digital Mailroom shines for:

• Organizations with high mail volumes (physical or digital)
• Businesses with remote or hybrid workforces
• Industries that handle time-sensitive info like invoices, claims, or applications
• Companies looking to automate document workflows
• Teams struggling with information silos or slow mail distribution

 It’s especially helpful for verticals like:

• Financial services
• Healthcare
• Insurance
• Legal
• Government
• Higher education 

Who It Might Not Be Right For

• Small businesses with minimal incoming mail
• Teams without digital workflows or systems to integrate with
• Organizations looking for a basic scanning service without automation

How to Decide If It’s Right for You

Ask yourself:

• Do we spend too much time sorting and routing incoming mail?
• Are paper-based processes slowing down decision-making?
• Could our team work faster with digital access to documents?
• Are we trying to reduce compliance risks or improve recordkeeping?
• Do we already use systems like DocuShare, and want to feed mail directly into them?

If most of your answers are yes, then it’s worth a closer look.

Is It Time to Rethink Your Mailroom?

Xerox Digital Mailroom Service goes beyond scanning. It’s about turning your incoming mail, whether paper or digital, into actionable, secure, and accessible information. That means faster workflows, fewer delays, and smarter business decisions.

If your business is feeling bogged down by mail and manual processes, this could be a big step forward. And if it's not quite the right fit? That’s okay too. Knowing what you don't need is just as valuable.

Want to explore whether Digital Mailroom fits your business goals? Let’s talk. As long-time Xerox partners, we can help you assess your current processes and show you what’s possible.