Centralized Mailroom


Outsourced Mailroom Services

Data Dimensions is an industry leader in providing centralized mailroom services for Fortune 500 and Fortune 1000 companies across many different industries. Ensuring timely processing of inbound documents from numerous channels can become an overwhelming burden that chips away at your bottom line and negatively impacts your customer service.

Outsourced mailroom services from Data Dimensions helps organizations automate document-driven functions such as mailroom and post office box management, courier services, document preparation, imaging, indexing and data capture.

mailroom stack

Data Dimensions can receive source in multiple formats including physical mail, images, email, fax, PDF documents and more. Our outsourced mailroom services combine sophisticated high-speed scanning with advanced form identification technology to automate the processing of all document types. Our many high-speed scanners enable us to image large numbers of documents in order to process high volume projects. In addition, specialty scanners enable us to digitize nonstandard forms and documents such as x-rays and engineering drawings.

Data Dimensions has the ability to digitize a wide variety of documents including but not limited to:

  • Medical Bills/Claims and associated attachments
  • Invoices
  • Customer surveys
  • Enrollment forms

After documents are imaged, they are routed for indexing and data capture based on your specific business rules. Key data elements are captured using a combination of Optical Character Recognition (OCR), Intelligent Character Recognition (ICR) and Key-From-Image (KFI). To optimize document management, documents, files and records can be viewed, printed, shared, routed or archived in our cloud-based enterprise content management solution, Dimensions360, or delivered to your existing systems and processes. In either case, your staff has immediate access to all your content.


Documents are tracked in real time with full transparency from point of receipt to delivery through our DD Tracker solution. DD Tracker delivers real impact to your document management, giving you real-time status of each piece of mail received. DD Tracker monitors and reports from the minute your documents enter our facility throughout the entire conversion process until images and data are delivered management to your systems.


Outsourcing mailroom services provides you with:

  • Reduced operating and overhead costs
  • Automation of business processes, allowing greater focus on your core competencies
  • Accelerated access to information, allowing for effective collaboration, better communication and faster business decisions
  • Compliance of regulatory requirements, such as GLBA, Fair Credit Reporting, SEC, HIPAA and others, including state mandates
  • Leading-edge technology without the need to purchase costly equipment and/or software
  • Experienced staff, using Six Sigma® methodologies ensures you the highest level of quality with no more lost or misplaced mail/documents
  • Back-up/redundancy for disaster recovery
  • Elimination of duplicate procedures, lost documents and the need to photocopy