Mailroom Automation


If documents are not managed proactively in an organization, it can result in lost information and duplicated records, leading to loss of productivity and profitability. Moreover, security breaches can have a significant adverse impact on a company’s bottom line business and non-compliance to legal archiving and record keeping regulations will result in fines and reputational damage.

it is therefore critical to manage information from its origination point as soon as received.

By combining the Adaptive Case Manager (ACM) and the Folder Manager modules, firms can digitize all incoming mail for immediate delivery to the accurate recipient (role / department).


  • Multi-channel unified capture

  • Advanced classification

  • Web-based platform

  • Any source & format

  • Digital audit complaint

  • Records management

  • Lifecycle Management

  • BPM & Workflow

  • Archiving

IMTF’s digital mailroom is powered by enterprise-level intelligent capturing and classification technology. It converts incoming documents (mail/fax, email, Office etc.) from any channel (physical/electronic) over any device (computer, tablets, mobiles, and MFPs) into structured electronic information.  It classifies the document, aka identifies its type based on layout or content (for ex. claims, contracts, correspondence, forms, IDs, policies, return documents). Capture & imaging functions include broad OCR/ICR, classification services, and high volumes of documents in distributed business environments.

The Adaptive Case Manager will then feed front- and back-office business operations with the digitized information and include it in tailored guided workflows, defining and assigning tasks, roles, and chronology in an easy and transparent way.

Finally, the Folder Manager allows to organize and share any file into folder hierarchies with highly granular permissions and access rights to ensure maximum transparency and collaboration while respecting fully compliance regulations (including customers’ Data Privacy and GDPR). 

In addition to standard permission rights like retrieving, opening, reading, archiving (writing), modifying and printing, the Folder manager includes the permission management capabilities of an IRM (Information Rights Management) system. It also secures specific parts of a document by hiding critical content information when accessed by unauthorized people.

For auditing and compliance reasons, all actions are monitored and logged in real time.


Adaptive Case Manager ACM
BPM, Case & Workflow Management

The ACM component integrates content into business
processes. It automates simple to complex, structured
or ad-hoc processes to get work done efficiently and

It provides users with a holistic picture of all available contextual data and documents to manage projects, cases or personal workspaces.

Processes can be designed according to own requirements or regulatory obligations with the Case Workflow Designer which allows to graphically tailor the module to the firm’s Context
and Processes.

Folder Manager
Document Management & Sharing

The Folder Manager manages any type of electronic
document in any file format. It allows organizing and
sharing electronic documents into folder hierarchies
and compound documents within any type of workspace.

The Folder Manager mirrors the different ways in which people work (e.g. customer or case centric).

Multiple taxonomies can be associated with any document in their original location to browse and search documents in the Folder Manager repository according to taxonomies that differ from the one implied by the archiving folder structure, without having to create multiple copies of documents.

More on the Folder Manager >

Key Benefits


Seamless Efficiency & Transparent Collaboration

The Adaptive Case Manager ACM automates cases intelligently and guides work that requires flexibility and human judgment.

It brings together all stakeholders, information, and documents needed to fulfill all tasks throughout the entire lifecycle of a case. It is a role-based collaboration and workflow tool offering complete case lifecycle visibility from receiving, routing, collaboration, resolution, and reporting.

organization BENEFITS

Tailored to Internal Processes & Decreased Compliance Risks

IMTF’s Mailroom offers full control, access, processing and sharing of all incoming structured/unstructured information in a secure and regulatory compliant way (incl. audit trail).

Lowered Data Entry & Physical Storage Costs

IMTF’s Mailroom offers full control, access, processing and sharing of all incoming structured/unstructured information in a secure and regulatory compliant way (incl. audit trail).

Customer/Supplier BENEFITS

Higher Responsiveness & Customer Experience

Thanks to the multi-channel capturing functionality, IMTF’s digital mailroom supports the channels and devices most frequently used by customers and suppliers, and respective file formats.

Additionally, the information is made immediately available to the accurate recipient and included in the predefined respective business process, for prompt handling.


Content Management Modules

Archive and Records Management

HYPERSUITE/5 provides all features and functions to
meet the legal requirements for archiving documents and eFolders in a compliant way. With built-in records management functionality, the full lifecycle management of all your business data and documents is guaranteed from creation, editing and archiving through to final and controlled deletion.

eBanking Repository

WebArchive is the technical platform which allows make any document/content securely available via eBanking or other Internet channels. It integrates easily into existing Internet Platforms and its interfaces allow to control the automated replication and definition of documents/content which will be made available online to customers and partners.

Content Access from Anywhere

The Portal, which is the Single Point of Access to all content and library services, is accessible from any device (PC, tablet or smartphones). It offers a high degree of security and login flexibility through support of SSO and smart cards. According to their permissions, users can search, modify, annotate, save, share, print or upload content.

Our Mailroom Automation solution is ideal for firms wishing to decrease costs resulting from the handling of high volumes of incoming documents (physical/electronic) which require fast sorting, delivery and processing. It can me tailored to mirror all internal processes, even for distributed locations over multiple jurisdictions, in a secure and compliant way.

Meet our expert

Gianmarco Ferri