E-Post

The whole success story at a glance

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

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.

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.

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.

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.

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