Digital Mail (Incoming Mail)
All incoming USPS mail is processed through our digital mail services system, Ricoh. Users are notified of new mail in the Ricoh mail portal and must login via SSO to view. The delivery process is outlined below.
Please note: Starting February 16, 2026, this process will move on-campus to our Mail Services department to improve efficiency and all digital mail will be delivered via the new Ricoh Intelligent Delivery Digital Mail Portal. The current portal above will remain active for 12 months, allowing you plenty of time to view or download items received prior to February 16th.
The Delivery Process
Step 1 | Receiving | Incoming campus mail is received at our on-campus scanning facility within the mailroom. |
Step 2 | Scanning and Extraction | Individual pieces of mail are opened, scanned, and digitized on a secure server. |
Step 3 | Notification | An automated alert is sent to the recipient notifying them that they have a new mail item and to log onto the mail portal to view. |
Step 4 | Action | Once the mail item is opened, the recipient has the option of saving, exporting and printing, or forwarding (routing) the document to a colleague or department. |
Accessing Your Mail
- Mail received on or after February 16, 2026: Delivered to the new Ricoh portal. By early March, all incoming mail will utilize this system.
- Mail received before February 16, 2026: Access the legacy portal.
This portal will remain active for 12 months for you to view and download historical mail.
Portal Training & Support
For detailed instructions on the mail process as well as accessing your portal, view:
Security & Originals
- Confidentiality: Ricoh maintains strict PCI compliance and 24/7 video monitoring.
- Original Documents: If you require a physical original for legal or compelling reasons, email mailservices@newschool.edu.
- Retention: Original documents are shredded 30 days after digitization.
FAQs
How do I receive mail if I work remotely?
This automated inbound mail service allows employees to receive their mail by logging into their digital mailbox from their computer, tablet or smartphone. They can sign in anytime, from any location, to see exactly what is in their mailbox and take action on each item. In addition, the automated system maintains a digital record for each incoming piece of mail, thereby supporting accountability and compliance.
Do I receive a notification that I have a new mail item?
An automated alert is sent to the recipient notifying them that they have a new mail item and to log onto the new mail portal to view. The automated alert (found below) will be sent from RICOHCORESERVICES@RICOHCOREPORTAL.COM.
View the full instructions to login to the portal.
- Click on the link provided in your notification email and use your New School Single Sign On credentials to log into the secure server and view your mail.
- The Account ID and Application information will be prefilled. Click Login.
- Once in the system, you will have the option to download, print, or forward your mail.
Requests for original documents must be made by contacting mailservices@newschool.edu.
How does our mail remain secure and confidential?
Security and confidentiality are the cornerstones of the digital system and great care is taken to ensure the proper delivery of the mail. Our digital mail vendor, Ricoh, provides stringent controls to protect the confidentiality of the mail coming through their systems. These measures include PCI compliance (for credit card and other financial information), strict rules on the presence of personal items and electronics in the facility, 24/7 video monitoring, and electronic audit trails that detail the process for each piece of mail. The digital mail vendor was fully vetted by The New School’s IT department and complies with all local, state, and federal regulations.
Who can view my mail?
All USPS mail is delivered directly to our New School mailroom where it is opened and then digitized by New School Mailroom staff. All notification emails are encrypted so only the recipient has access to the message in their secure mail portal.
What are the benefits of using a digital mail vendor?
Digitization is a widely accepted form of mail delivery that is commonly used by large organizations and educational institutions throughout the country. Utilizing digital mail services increases the speed, accuracy, and efficiency of mail delivery and also greatly reduces our delivery costs. In addition, the digital mail system supports remote work environments since mail comes directly to the addressee via email, rather than the addressee needing to come to campus to retrieve their mail.
Do I receive notification of an unread mail item?
Yes, you will receive reminder emails. An automated alert is sent to all recipients with unopened mail notifying them that they have an unread mail item and to log onto the mail portal to view. The automated alert will be sent from RICOHCORESERVICES@RICOHCOREPORTAL.COM.
What do I do if I received mail that does not belong to me?
You can route the mail to the correct recipient (if known) or route the piece of mail to our Research department.
Can I request a hard copy of a piece of mail?
After a recipient has opened a piece of mail, they have the option of printing the document.
All mail will be saved within the mailroom for 30 days. If the recipient determines that an original copy is required, they can send a request to mailservices@newschool.edu.
How long does the mail recipient have to request an original document?
Original documents will be shredded by Ricoh thirty (30) days after the image delivery is complete.
Contact Mail Services at mailservices@newschool.edu or 212-229-5301 with any questions.