Secured, Intelligent Mail Delivery for Business | Mailroom Automation

Updated 11/20/2025

Today more than ever, information drives business. Every day we are inundated with the sheer volume of data that comes our way. Organizations equipped to capture and distribute information to the appropriate systems and people — giving employees access when they need it and in the most workable format — are the ones that will ultimately succeed.

One area that offers the most opportunity to accelerate the flow of information through an organization is the mailroom.

Challenges facing the traditional mailroom

Traditional mailroom processes limit the speed by which mail (information) and packages get to employees who work remotely, work in a hybrid style (remotely part of the time), or travel. This can create challenges for approvals, reviews, payments, and other efforts such as compliance, where timely responses are essential.

Information security is another consideration in the modern workplace too. Those same remote, hybrid and traveling employees may have mail or junk mail containing personal information (related to the business or otherwise) that should be addressed and disposed of (shredded) as soon as possible after review to reduce the risk of identity theft.

And with the cost of mail and package shipping continuing to rise, traditional mailroom processes carry with them bigger operational costs.

These realities make the potential gains from modernizing mailroom operations a significant opportunity for every organization.

Modernizing the mailroom involves more than just technology

Adding technology isn’t enough. With mail, technology needs to bring people and process together. Seamless integration is essential.

Our experience as a mail service provider enabled us to develop solutions that do just that.

A better mailroom solution

Traditional mail comes with numerous potential paths for mail to travel.

Our Intelligent Delivery Service features workflow automation and business intelligence, giving organizations a comprehensive intelligent mail service. With IDS, inbound mail becomes a source of efficiency, insight, and secured information management.

As mail moves into and through your organization, you can collect data and use analytics to help define the journey and efficiency of your mail’s movement. In fact, each step of the path becomes a source of data and insight. Armed with this knowledge, you can start to reduce the costs associated with returned, unwanted, misdelivered or junk mail.

A real mail solution for real mail needs

Female medical professional working on desktop

How Eastern Health Streamlined Operations

Many companies have office locations spread out across regions or even the entire U.S. — some, even around the globe. Multi-building offices, shared cubes and desks are often occupied by different people every day. Shared spaces are not likely to go away anytime soon, especially with real estate costs being the second highest expense corporations pay — second only to payroll. Continued efforts to reduce square footage of office space addresses costs but create challenges for mail delivery.

Let’s look at a couple of scenarios.

What happens if you're traveling to your Los Angeles office, but your mail is being delivered back home, in your New York office?
What about if your mail is delivered to a shared space location where you no longer work. Does it get lost? Does it sit there for days? Or, does it get placed into the wrong hands?

Then there’s the concern if you need to respond to your mail by a certain date but won't be back in your home office by that deadline, or worse yet, never received that important piece of mail in the first place.

With Ricoh's Intelligent Delivery solution:

A first-pass scan is done of all inbound mail, which enables the receiver to decide how they want their mail delivered — scanned and delivered as an image, recycled, or delivered as physical mail.
Employees are notified via email that they have mail and can then decide the best course of action.
Anyone who needs to can access their mail on the go from their mobile device in the same way they can access other critical information.

Turn your mail into useful analytics

In addition to receiving your mail fast and in the best format for how an employee works, Intelligent Delivery also allows you to improve efficiencies by collecting important analytics like mail processing patterns, costs and turnaround times.

These valuable insights enable you to streamline operations and ultimately, reduce costs associated with mail practices that simply cannot keep up with today’s work styles.

See what our Intelligent Delivery Service would look like for you

When it comes to mail, every office and need is unique. Built on our decades of managed mail services and technology integration, we can help you evaluate and find the best configuration for your business. Learn more about Intelligent Delivery Service and when you’re ready, speak with one of our representatives to develop the best mailroom and service for you.

Is Intelligent Delivery right for your organization?

Speak with a representative to learn more about the ways Intelligent Delivery might help your business.

About the Author

Nicole Blohm
Director of Portfolio Architecture, Ricoh USA

Articles by Nicole Blohm

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