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A digital mailroom is essential for an efficient workflow within your organization. Every day, companies receive a large volume of important correspondence, invoices, quotations, and receipts—both in physical and digital form.
Timely processing of these documents is becoming an increasing challenge, particularly in the context of remote work or home offices.
The core focus of the Rhenus Easy Mailbox is the processing of your daily incoming mail. In addition to physical mail, we can also seamlessly integrate digital inputs as required—for example from email inboxes or website forms.
This is where the Rhenus Easy Mailbox from Rhenus Mailroom Services comes into play as an advanced solution for the digital mailroom. This innovative platform enables precise distribution, prioritization, and archiving of documents. By digitally transforming the mailroom, companies not only save time and costs but also increase overall productivity by reducing physical documents to a minimum.
Choose the future of business communication—with the digital mailroom from Rhenus Mailroom Services, your reliable solution for efficient management of incoming digital correspondence.
With the Easy Mailbox, a distinction is first made between already digitized incoming mail—such as emails or website forms—and physical mail.
For digital incoming mail, documents are uploaded directly to the Rhenus Cloud. The Rhenus Cloud is a certified, GDPR-compliant cloud solution with its own data center located in Germany. From the cloud, the content is forwarded to the recipient and additionally transferred to the customer’s ERP or CRM system.
The process for physical mail is as follows: first, the mail is sorted. Whether this takes place at the customer’s premises or at one of our locations is entirely up to you. After sorting and documentation—such as applying an incoming mail stamp and a barcode including a document ID—the incoming mail is digitized. The physical originals are then stored in a secure Rhenus archive until the statutory retention period has expired, or, in the case of documents that do not require retention, destruction is initiated immediately.
The digitized documents are also uploaded to the Rhenus Cloud and forwarded to the recipient as well as to the customer’s ERP/CRM system.
Mail that is not digitized is forwarded to the Rhenus Service Point and from there delivered to the recipient.
Working from home has permanently changed the way we work. As a result, the demands placed on mailroom operations have increased. With the Rhenus Easy Mailbox, incoming mail can be digitized and used more flexibly.
Our digital mailroom not only creates transparency but also establishes clear structures in daily work routines. All incoming information is systematically captured, digitally processed, and made available in a structured manner. This allows responsibilities to be clearly assigned, workflows to be simplified, and processing times to be significantly reduced. Reminders can also be generated if mail has not been processed.
Each employee receives a personal mailbox with full access to their digital incoming mail. Depending on authorization levels and configuration, various processes can be initiated directly from the mailbox—for example, forwarding or moving mail, requesting originals, or initiating clarification cases. With the appropriate permissions, users can also access shared departmental mailboxes. This enables efficient cross-team collaboration and allows correspondence to be processed intelligently at any time and from any location.
Strict client separation provides additional security when handling sensitive data and enables individual configurations at customer level. Action buttons allow employees to access functions directly in order to process workflows they have initiated or been assigned.
Benefit from a modern solution that elevates your communication to the next level—efficient, secure, and compliant with data protection regulations. Shape a sustainably digital work environment with clear responsibilities, fast access, and measurable added value.
| Service / Feature | Rhenus Easy Mailbox | Rhenus Easy Mailbox PRO |
|---|---|---|
| Mail collection from post office | Optional | Optional |
| Digital mail intake (fax) | Optional | Optional |
| Digital mail intake (INFO@…) | Optional | Optional |
| Digital mail intake (website) | Optional | Optional |
| Blacklist sorting | Included (1 criterion) | Included (5 criteria) |
| Digitization of incoming mail | Included | Included |
| OCR text recognition | Included | Included |
| Data extraction | Optional | Included (2 criteria) |
| Data classification | Optional | Included (2 criteria) |
| Delivery by email | Included (2 criteria) | Included (5 criteria) |
| Delivery via SFTP | Included (1 criterion) | Included (5 criteria) |
| Delivery to ERP / CRM systems | Optional | Optional |
| Delivery of originals | Optional | Optional |
| In-house distribution of originals | Optional | Optional |
| Online access to platform | – | Included |
| Platform users | – | Included (10 users) |
| Request originals directly via platform | – | Included |
| Vacation cover for incoming mail | – | Included |
| Internal forwarding of documents | – | Included |
| Destruction of incoming mail after interim storage | Rhenus Data Office | Rhenus Data Office |
| Storage of incoming mail after interim storage | Rhenus Archive Services | Rhenus Archive Services |
Even when individual employees are absent, the processing of incoming mail is ensured without interruption.
A continuous overview is maintained, as every processing step is systemically recorded and can be viewed at any time.
Incoming mail can be forwarded to the responsible departments or colleagues within the organization in just a few clicks.
Maximum transparency is ensured by chronologically documenting all actions and access events, making them easy to track at any time.
Incorrectly delivered documents are returned to Rhenus, correctly reassigned, and prevented from being sent to the wrong recipient in the future.
If required, the original document can be specifically requested with a single click.
Relevant mail can be transferred from shared folders to a personal mailbox, enabling individualized working methods and workflows.
First, we collect the daily mail from the post office or have it delivered directly to our scanning facility. The location where the mail is processed can either be on your company premises or at one of our scanning sites in Germany. After taking over the mail, the first step is sorting it against a blacklist. The blacklist defines, for example, that advertising mail, magazines, or—most importantly—mail addressed to specific recipients such as executive management or certain departments (e.g. Human Resources) is not opened and is delivered directly.
Mail that is to be opened and scanned is given a unique identifier, for example via a QR code. This ensures that each document can be tracked at any time or requested in its original form if needed. In addition, an incoming mail stamp can be applied.
In the next step, the documents are scanned at the required resolution and color depth. The scans are then transferred to the certified Rhenus Cloud for further processing. From there, the letters can be delivered to an email inbox or, optionally, transferred directly to an ERP system.
As an additional service, required data can be extracted from the documents. This may include addresses, departments, invoice numbers, case numbers, and much more. Data extraction can be performed manually, automatically, or using artificial intelligence (AI). This supplementary information can be provided alongside the PDF as a separate file and processed directly by your systems.
In addition to physical mail, digital incoming channels—such as shared inboxes or faxes—can also be processed in parallel. This comprehensive solution is particularly suitable when data needs to be extracted from documents or when documents are to be made available within the innovative Rhenus Easy Mailbox cloud platform.
Postal processing costs
If your company also spends a lot of time and resources processing, sorting, scanning, and distributing mail, a digital mailroom would be an ideal solution for saving resources.
Environmental awareness
The environmental aspect should not be overlooked either. Paperless offices contribute to protecting the environment. With a digital inbox, you can reduce CO2 emissions and thus improve your own carbon footprint.
Many national or international locations
If your company operates in Germany or even worldwide, digital mailboxes are a good solution. Your employees can access your data and documents anytime, anywhere. Documents don't have to be sent back and forth endlessly, but are centrally available to everyone.
If so, do not hesitate to contact us!
To The Contact FormOur digital mailroom implements top-notch security standards, including encrypted transmissions and access controls, to ensure the confidentiality of your information.
Yes, the digital mailroom from Rhenus Mailroom Services can be easily integrated into existing company systems. This enables us to create a smooth flow of information.
We offer training and support to ensure that your employees are familiar with the digital mailroom. Clear instructions and a user-friendly interface are also available.
