Our security infrastructure is designed for organizations where document confidentiality, regulatory compliance, and operational accountability are fundamental requirements — not optional features.
All document processing takes place in controlled-access facilities with restricted entry. Access is limited to authorized personnel who have completed background checks and security clearance procedures. Badge-controlled entry points, 24/7 surveillance monitoring, and visitor logging ensure that only cleared staff interact with client materials at any stage of processing.
Chain-of-custody procedures govern every mail item from initial receipt through scanning, indexing, and final disposition. Each item is logged upon arrival with a timestamp, assigned a unique tracking identifier, and monitored through every processing step. This documentation creates a complete audit trail that clients can review upon request.
For clients with heightened confidentiality requirements — such as law firms handling privileged correspondence or healthcare organizations processing protected health information — we implement segregated workflows with additional access restrictions and handling protocols specific to the sensitivity of the materials.
All digitized documents are transmitted using TLS 1.3 encryption, the current industry standard for secure data transmission. Whether documents are delivered via encrypted email, secure client portal, or direct API integration, the transmission channel is protected against interception and unauthorized access.
Documents stored in our cloud infrastructure are encrypted at rest using AES-256 encryption. Our storage environment follows SOC 2-compliant practices with regular third-party audits, vulnerability assessments, and penetration testing. Access to stored documents is governed by role-based permission controls, ensuring that only authorized users within your organization can view, download, or manage specific document sets.
For enterprise clients requiring additional protections, we offer dedicated storage environments, custom encryption key management, and IP-restricted access to client portals. These configurations are established during the onboarding process and maintained by your dedicated account manager.
Physical mail retention and destruction are managed according to your organization's specific policies. We offer configurable retention timeframes — from immediate destruction after scanning confirmation to extended storage periods of 30, 60, 90 days, or longer. The retention policy is established during onboarding and applied consistently to all mail processed under your account.
When physical originals reach the end of their retention period, they are destroyed through certified shredding services. Certificates of destruction are provided for each batch, documenting the date, volume, and method of destruction. For clients subject to regulatory record-keeping requirements, we coordinate retention schedules to align with applicable federal and state mandates.
Digital copies are retained according to your data governance preferences. Options include perpetual cloud storage, time-limited retention with automatic purge, or export and transfer to your internal systems. Complete audit trails are maintained for all retention and destruction activities.
Our processing infrastructure is designed with redundancy at every layer. Scanning equipment, network systems, and storage platforms all operate with failover capabilities to prevent service interruptions. In the event of a localized disruption, processing operations can be rerouted to backup facilities without loss of data or significant delay.
Digital document storage utilizes geographically distributed backup systems. All scanned documents are replicated across multiple data centers, ensuring that client data remains accessible even in the event of a regional infrastructure failure. Recovery point objectives (RPO) and recovery time objectives (RTO) are defined as part of enterprise service agreements.
Our business continuity plan is tested regularly and includes provisions for natural disasters, power outages, equipment failure, and cybersecurity incidents. Enterprise clients receive documentation of our continuity protocols as part of the vendor qualification process.
Non-disclosure agreements (NDAs) are available for all client engagements and are standard for enterprise accounts. Our NDAs cover all personnel involved in mail handling, scanning, indexing, and delivery — ensuring that confidentiality obligations extend throughout the processing chain.
Enterprise service agreements include defined service-level commitments covering processing turnaround, accuracy standards, uptime guarantees, and escalation procedures. These commitments are documented in formal SLA terms and monitored through monthly reporting provided by your dedicated account manager.
Custom contract structures are available for organizations with specific procurement, compliance, or governance requirements. We work with your legal and procurement teams to establish terms that meet your organization's standards for vendor agreements, data processing, and ongoing service delivery.
Schedule a consultation to discuss your organization's security, compliance, and processing requirements.