Digital Mailroom and Workflow Solutions

We specialize in secure, high-volume digital mailrooms for clients in highly-regulated sectors. Our fully scalable solutions grow with your business, bringing you closer to your data and your customers.

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Manually opening mail and hand-delivering paper documents from desk to desk is quickly becoming a process of the past. As your business embraces digital initiatives and aims to better equip a remote or hybrid workforce, being able to easily — yet compliantly — access, share, manage and store documents is critical. 
✔  Welcome to the benefits of a digital mailroom.
With state-of-the-art precision, inbound mail and documents are captured digitally, and a full audit trail of exactly what was received and processed each day is created. Digital mailrooms ingest and process paper, faxes, emails, attachments, USBs, SFTP transfers and more. We seamlessly and securely handle checks and original documents. After your files are digitized, they're sent directly to your business system or ERP through seamless API integration, or your digitized documents can be uploaded into EDMonline — our secure, hosted document and workflow solution.
Using Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) technology, we extract useful data, then classify and route documents based on our defined business rules. Detailed quality checks and piece-by-piece tracking mitigate human error and risk. You'll experience efficiencies and a trackable ROI when implementing a digital mailroom solution. 

Download our infographic:
The Digital Mailroom process explained | the journey of a mail item

The digital mailroom process is surprisingly simple, yet delivers impactful, quantifiable business benefits. This useful, easy-to-digest infographic explains how a mail item transforms from paper contained within an envelope into digitized, useful business information.


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Infographic - The digital mailroom process explained - TrustFlow Digital Solutions

Why choose our digital mailroom solution?


We are data capture specialists

Our team has experience working with a range of clients in different sectors, so we’ll understand your mailroom needs quickly and discuss the most cost-effective options for your business.


Reduced risk of disruption

Your documents and communications will be available to you through our hosted document management system, EDMOnline™, or imported directly into your preferred system. 


Intelligent processes

Workflows and processes "learn" your document types over time. Information is classified, data is extracted and documents are routed using intelligent capture technology and intuitive workflows. 


Nationwide coverage

We partner with clients across the country and use technology to bridge any geographic differences. Our digital mailroom and cloud-based hosted document management solution is easily accessible to clients in any location.


Secure and compliant

TrustFlow Digital Solutions was built on providing secure and compliant document management services. We have a deep understanding of highly regulated industries and adhere to stringent compliance and process requirements, including ISO 9001, SOC 2 Report (SSAE 16), and HIPAA.


Integrated services and expert guidance

Many of our clients face similar pain points but do not possess the expertise to choose the exact solution without the guidance of an expert. Our business development executives can help you identify and understand the solutions that align with your systems, budget, timeline and longer-term goals.


reduction in operating costs


increase in productivity and efficiency


hour processing time (SLAs)

Our compliance policies and document management technology systems have been designed and validated to support the complexities of the highly-regulated industries.

Some of the most respected insurance, finance and healthcare organizations in the country have trusted our team to manage their digital mailrooms for decades. We deliver value every day by transforming manual inbound mail and document handling tasks into streamlined, automated and efficient workflows.

Our customer stories

Speak to one of our digital mailroom experts

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A digital mailroom is one element of an enhanced digitization strategy.

Many of our clients face similar pain points and have done a good amount of independent research on digital initiatives before reaching out to us.

Because our services encompass the entire lifecycle of communications — from composition, printing and mailing to inbound digital mailrooms, digitization, data extraction, automated workflows and secure document hosting and destruction — we're always available for a consultation call to help you determine the best match for your existing systems, budget, timeline and longer-term goals.

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Mike Balberchak

Recommends "The Rise of the Digital Mailroom" whitepaper

Our survey showed that 30% of respondents cite delays in processing inbound mail as having a negative effect on their performance or reputation. Download the whitepaper by clicking below.

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Learn more about how we can
add value within your organization

Insurance Healthcare Financial

The insurance sector is one of the most competitive business environments. To survive in such a quickly evolving market, insurers must be exceptionally efficient, deliver an enhanced customer experience, operate at the lowest possible costs and comply with complex regulations. We have deep industry knowledge in the insurance sector and have handled document storage, digital mailrooms, claims processing, outbound communications (print and mail) and more for nearly four decades. 


reduction in claims cycle

We adhere to the strictest of compliance and secure data handling standards to serve payor and providers. Digital mailrooms and intelligent data extraction in the healthcare sector can unlock powerful patient care and financial insights. 

1 billion +

medical record images scanned

We have helped some of the most prominent companies in the financial sector reduce their paper handling costs, meet regulatory compliance requirements, mitigate expensive real estate costs and provide high-quality customer service. We streamline Accounts Payable (AP) processing, outbound print and mail communications, and digital transformation initiatives in this highly-regulate sector. Ask us about our Designated Third Party (D3P) IT compliance solutions to adhere to the Securities Exchange Commission (SEC) Rule 17a-4(f)(3)(vii) requirement.


invoices processed per year

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