CVISION Provides Document Automation Solution for Digital Mailrooms
A global financial company faced the problem of distributing and delivering high volumes of incoming physical mail. The amount of paper mail was rapidly increasing on a yearly basis. Managing the mailroom delivery process was manual, costly, and inefficient. As the total volume of mail increased, related personnel and storage requirements grew proportionately. The response time for time sensitive material suffered because mail could only be viewed by one person at a time. This process required employees to physically distribute mail in an ad-hoc, non-repeatable workflow for their teams to review. Critical mail was not ranked or prioritized any differently than regular mail, which subjected the company to late fees and penalties. The manual process prohibited them from efficiently sorting mail, tracking history, and retrieving information quickly. Based on these inefficiencies, they sought a solution to automate data capture, reduce costs associated with paper-based mail, and prioritize the classification of mail review.
CVISION's Trapeze for the Digital Mailroom was purchased to automate and accelerate the distribution process of paper-based mail. A solution was implemented that classified each incoming document from the scanner. After each page is scanned, the software captures the single-page TIFF files produced by the scanner and converts them into multi-page, searchable (OCR), compressed PDF files, or PDF/A for document retention. Each document is then automatically routed to the appropriate employee or group. At the same time the system classifies each document, determines the pertinent relevant data, identifies its location on the image, and accurately extracts all key data for detailed analysis. From an end-user perspective, the review process is greatly simplified and faster. Employees receive their pertinent documents conveniently in their queue, pre-sorted, prioritized and ready to be viewed by any team member on their computer.
The solution yielded several quantifiable results. Automatically routing incoming mail from a scanner enables the organization to reduce costs that are associated with manually classifying documents. For this automated mailroom classification project, the return on investment is measured in months, not years. In addition to producing a measurable ROI, the entire process was accelerated and a definitive and repeatable workflow was achieved.
In addition to automation and the classification of digital mail, the solution produced a more efficient image document. PDF conversion is a benefit for both users and the IT department. Converting documents into compressed, searchable PDF files enables users to locate text within paper-based documents instantly. Compression enables users to transmit and access files in a fraction of the time. From an IT perspective, compression generates files with reduced storage size that require less network bandwidth.
|Reduce late fees and penalties associated with time sensitive mail.
||Through the acceleration of distribution and review of mail, late fees and penalties were dramatically reduced.
|Allow multiple employees to simultaneously review mail.
||The solution enables multiple users to view the same digitized mail at the same time on their computers. This accelerates the overall handling process.
|Accelerate processing time of document handling.
||With the automated solution, the client is able to process more documents in less time.
|Reduce costs associated with handling mailroom documents.
||By implementing CVISION's Trapeze, costs were dramatically reduced by automatically classifying, routing and sorting mail.
|Convert mail into multipage PDF files for digital archiving and retrieval.
||Image files are converted into text searchable PDF files. With OCR, users can locate text within paper-based documents instantly. With compression, users are able to transmit, access, and store mail more efficiently.
|Create workflow with the ability to handle and distribute unidentified mail.
||Solution was designed to enable company's internal postmaster to accurately route the unidentified mail to achieve 100% delivery.