The shift to a hybrid workforce has fundamentally changed how businesses and law firms manage mail and records. For decades, paper-based processes were standard practice, but today are a liability. The inefficiencies, security risks, and costs of maintaining traditional mail and records rooms are pushing organizations to re-think their approach.

At DocSolid, we’ve built Airmail2 Cloud, a purpose-built cloud SaaS solution that digitizes and optimizes mail and records operations, ensuring secure, streamlined access from anywhere. Whether you are are a optimizing your firm’s real estate footprint, a corporate legal department seeking stronger compliance, or a commercial business focused on improving workflow efficiency, Airmail2 Cloud helps modernize document management for a digital-first world.

 Why Paper-Based Mail and Records No Longer Work

Many firms made abrupt shifts to digital processes in recent years, including scanning and distributing mail electronically. These makeshift digital mailrooms allowed operations to continue, but they lack structure, governance, and security. Firms still operating with temporary, inefficient workflows need to consider the risks:

• Security & Compliance Risks – Scanned PDFs are often attached to emails and sent without tracking or governance, increasing the risk of breaches, lost documents, and regulatory violations.

• Inefficiencies & Cost Burdens – Firms physically deliver mail after scanning it, duplicating efforts and creating unnecessary work. Many continue to pay for file rooms and paper-based workflows despite shrinking office space.

• Hybrid Work Challenges – With attorneys and professionals working two to three days per week remotely, firms must ensure seamless, digital access to mail and records from anywhere.

The solution? A structured, purpose-built digital mail and records management system purpose-built for the hybrid workplace.

Introducing Airmail2 Cloud: A Purpose-Built Solution for the Hybrid Workplace

Unlike generic scanning solutions, Airmail2 Cloud is engineered specifically for digital mailrooms and records rooms, offering a secure, automated, and fully governed workflow.

Digital Mailroom Solution

How it Works:

• Secure, DMS-Centric Delivery – Mail is automatically scanned, tagged, and routed directly into the firm’s document management system (DMS), including iManage, NetDocuments, SharePoint, and OneDrive. No more scattered PDFs floating in email inboxes.
• Smart Notifications & Structured Workflows – Users receive email notifications with secure links, avoiding governance risks associated with PDF attachments.
• Customizable Mail Processing – Firms can configure rules for mail delivery, ensuring the right documents reach the right people with minimal manual handling.

Why It Matters:

• Eliminates unstructured, makeshift scanning processes that lack governance
• Reduces the costs and inefficiencies of physical mail distribution
• Ensures attorneys and staff can access mail seamlessly—whether at home or in the office

Digital Records Room Solution

How it Works:

• Structured Record Profiling & DMS Integration – Mailroom and records staff index documents into the correct matter file, client folder, or department archive without requiring direct DMS access.
• Automated Paper Disposition Tracking – Firms can digitally manage paper documents from scan to secure destruction, reducing the need for on-site file rooms.
• Enterprise-Grade Compliance & Audit Trails – Every scanned document is tracked, ensuring firms meet regulatory and security standards.

Why It Matters:

• Supports law firm real estate reductions by eliminating paper-based file rooms
• Ensures critical records are accessible—without relying on physical retrieval
• Enhances document security and compliance, reducing exposure to breaches and malpractice risks

Built for Law Firms—Trusted Across Industries

DocSolid is a proven leader in digital mail and records solutions, with a track record of success with many of the largest law firms, corporate legal departments, and commercial businesses in the world.

Airmail2 Cloud is growing in usage beyond the legal market as many types of business discover the benefits of a cloud-based scanning solution. Companies in staffing, insurance, finance, and professional services are leveraging Airmail2 Cloud to modernize document workflows and improve information governance.

Certified integrations with leading document management platforms—including iManage, NetDocuments, Microsoft OneDrive, and SharePoint— make Airmail2 Cloud easy for any organization to choose.

Ready to Future-Proof Your Mail and Records Management?

If your firm or organization is still relying on outdated mail and records processes, now is the time to modernize.

✔ Reduce costs by eliminating physical mailrooms and file storage
✔ Strengthen governance with a structured, DMS-centric approach
✔ Improve efficiency with automated workflows and secure, cloud-based delivery

Want to learn more?  Email us at hello@docsolid.com or visit our website to see how Airmail2 Cloud can transform your mail and records management.