Information Security for Paper Mail

An omni-channel data protection platform for applying security to paper

For most organisations, information is the most valuable asset, and protecting it is crucial. While many organizations invest heavily in digital data protection, they overlook the vulnerability of their mailroom. Paper documents can contain personally identifiable information, health information, and financial data, putting security and compliance at risk.

Exela’s Digital Mailroom is a web-based, end-to-end workflow solution that enables organizations to streamline the intake and distribution of inbound mail and other documents. Digital Mailroom incorporates state-of-the-art technology for intelligent data extraction, indexing, routing, and secure archiving.

We do it all while protecting and encrypting your data in transfer, in transit, and at rest. The independent application-security firm Veracode has certified Digital Mailroom’s resistance to vulnerabilities.

Receiving & Processing

Exela’s SSAE-18-certified mail processing centers receive the mail, scan it, and deliver it electronically. Additional options include physical delivery or storing the document until the end-recipient determines a delivery method.

Data Extraction

We extract data from digitized images via optical and intelligent character recognition engines, along with multiple levels of smart-keying, with an accuracy rate of 99.9%. Intelligent data capture technology extracts information from the image such as the date, the recipient number, and the sender or receiver address.

Indexing & Routing

Exela’s proprietary technology automates the rapid identification and indexing of documents (such as claims, invoices, and payments) using machine-learning algorithms. We route and deliver mail according to the business’s rules and the recipient’s preferences.

Enhanced Security

Exela’s Digital Mailroom platform addresses security vulnerabilities and compliance risks by applying security controls to paper that protect it like a digital asset. Digital Mailroom is more secure than email, providing full audit trails, chain of custody tracking, and better visibility into the complete document lifecycle.

Benefits

• Strict, role-based data access

• Dynamic chain of custody tracking for full transparency

• Data loss prevention with document classification and content-level filtering

• Data size controls — data is contained and managed within the platform

• Multi-factor authentication with single sign-on functionality

• Layered security model with all industry-standard application security features included

• Centralised mail screening and processing in highly secured facilities

• Secure long-term physical document archival

• Secure onsite document shredding services