E-Post

Automation – Workflow

E-Post can be an entry point into the digital transformation of a company. If documents are captured digitally as soon as they enter the company, media discontinuities in further processing can be identified in a simple way and eliminated step by step. How easy it is to outsource physical mail processing is described in the following reference customer case.

«For successful, digital inbox, you need a partner who understands and can unite IT and business requirements. With redIT we have found this competent and experienced partner.» – says Andreas Nitschke from Arval.

Digitale Postlösung Arval

The whole success story at a glance

• The overview
• The client
• The initial situation
• The Challenge
• The Solution
• The conclusion

AllesaufeinenBlick

Arval was founded in 1989 and is a subsidiary of the BNP Paribas Group. Specializing in full-service leasing, the company offers its clients customized solutions to optimize employee mobility and outsource the risks associated with fleet management. Approximately 7,200 employees in 30 countries provide expert advice and services that are the foundation of Arval’s customer promise. Worldwide, Arval maintains more than 1,400,000 vehicles. Arval has also been represented in Switzerland since 2001.

Arval Schweiz, Logo, Digitaler Posteingang

E-mail: Outsourcing to redIT

In the spring of 2021, Arval (Schweiz) AG decided to outsource its digital incoming mail to redIT. Since Arval had digitized the processes around incoming mail, this finally meant only one last step towards paperless incoming mail processing.

The processes and interfaces for the external, physical mail processing were already clearly defined by the digital preliminary work, so that nothing more stood in the way of a fast and successful project implementation of the digital mail solution.

E-post, outsourcing

Customer requirements for redIT

  • The opened letters must be scanned, categorized and forwarded to Arval by mail by 11:00 am.
  • Depending on the document type, the documents must be recognized correctly by 80% or more. A document is considered correctly recognized when it is forwarded to the correct mail address with the correct subject to Arval.
  • Physical originals are retained for 60 days. If an original document is required by Arval, it will be delivered by redIT via mail.
  • The digitized documents are kept for one year and can be downloaded from the corresponding portal during this time.

IT-Anforderungen, e-post

Requirements of Arval covered by redIT

  • To ensure that the volume of approximately 200 letters per day can be processed, the mail is delivered to Oberrüti before 9:00 am.
  • With trained personnel and a letter-opening machine, the letters are opened, paper clips and staples removed, and the documents prepared for scanning.
  • The high-performance scanner scans the documents in high quality so that the full text (OCR) can then be generated and the documents recognized.
  • After recognition and determination of the category, the documents are sent to Arval by mail on the one hand. On the other hand, a copy is also indexed and filed in the document management system.

Solution

Realization in less than 3 months thanks to good preparation

The efficient implementation of the solution allowed Arval to quickly benefit from the following advantages:

  • Variabilization of fixed costs with simultaneous reduction of operational costs
  • Focus on own core business
  • Higher productivity thanks to automated mail distribution
  • Letters can be received regardless of time and place
  • Space savings thanks to digital filing in a DMS

Realisierung e-post

Everything at a glance

The whole success story at a glance

• The overview
• The client
• The initial situation
• The Challenge
• The Solution
• The conclusion

AllesaufeinenBlick
Customer

Arval was founded in 1989 and is a subsidiary of the BNP Paribas Group. Specializing in full-service leasing, the company offers its clients customized solutions to optimize employee mobility and outsource the risks associated with fleet management. Approximately 7,200 employees in 30 countries provide expert advice and services that are the foundation of Arval’s customer promise. Worldwide, Arval maintains more than 1,400,000 vehicles. Arval has also been represented in Switzerland since 2001.

Arval Schweiz, Logo, Digitaler Posteingang

Initial situation

E-mail: Outsourcing to redIT

In the spring of 2021, Arval (Schweiz) AG decided to outsource its digital incoming mail to redIT. Since Arval had digitized the processes around incoming mail, this finally meant only one last step towards paperless incoming mail processing.

The processes and interfaces for the external, physical mail processing were already clearly defined by the digital preliminary work, so that nothing more stood in the way of a fast and successful project implementation of the digital mail solution.

E-post, outsourcing

Challenge

Customer requirements for redIT

  • The opened letters must be scanned, categorized and forwarded to Arval by mail by 11:00 am.
  • Depending on the document type, the documents must be recognized correctly by 80% or more. A document is considered correctly recognized when it is forwarded to the correct mail address with the correct subject to Arval.
  • Physical originals are retained for 60 days. If an original document is required by Arval, it will be delivered by redIT via mail.
  • The digitized documents are kept for one year and can be downloaded from the corresponding portal during this time.

IT-Anforderungen, e-post

Solution

Requirements of Arval covered by redIT

  • To ensure that the volume of approximately 200 letters per day can be processed, the mail is delivered to Oberrüti before 9:00 am.
  • With trained personnel and a letter-opening machine, the letters are opened, paper clips and staples removed, and the documents prepared for scanning.
  • The high-performance scanner scans the documents in high quality so that the full text (OCR) can then be generated and the documents recognized.
  • After recognition and determination of the category, the documents are sent to Arval by mail on the one hand. On the other hand, a copy is also indexed and filed in the document management system.

Solution

Conclusion

Realization in less than 3 months thanks to good preparation

The efficient implementation of the solution allowed Arval to quickly benefit from the following advantages:

  • Variabilization of fixed costs with simultaneous reduction of operational costs
  • Focus on own core business
  • Higher productivity thanks to automated mail distribution
  • Letters can be received regardless of time and place
  • Space savings thanks to digital filing in a DMS

Realisierung e-post

Behind the scenes
Andreas Nitschke ARVAL

«For a successful, digital inbox, you need a partner who understands and can unite IT and business requirements. With redIT, we have found this competent and experienced partner.»

Andreas Nitschke

Global Operations Director, Arval (Schweiz) AG

Interested in this solution?