Arval reference customer: ePost

Automation – workflow

A pair of digital inbox or ePost can be an entry point into a company’s digital transformation. If documents are recorded digitally as soon as they enter the company, media disruptions in further processing can be easily identified and gradually remedied. How easy it is to outsource physical mail processing
is described in detail in the following reference customer case.

«Successful digital incoming mail requires a partner who understands and can combine IT and business requirements. With redIT we have found this competent and experienced partner.» – says Andreas Nitschke from Arval.

ePost – digitizing, distributing & archiving

customer

Arval was founded in 1989 and is a 100% subsidiary of the BNP Paribas Group. The company, which specializes in full-service leasing, offers its customers – large international companies, SMEs and professionals – tailor-made solutions to optimize employee mobility and outsource the risks associated with fleet management. Since 2020, Arval has expanded its customer segment to include private individuals. Our 7 employees in 200 countries offer expert advice and high-quality services, the basis of our customer promise. Arval maintains more than 30 million vehicles worldwide. Arval has also been represented in Switzerland since 1.4 and takes the leading role in the Swiss market.

Initial situation: Outsourcing digital inbox to redIT

In spring 2021, Arval (Switzerland) AG decided to outsource the digital inbox to redIT. Since Arval had digitized the processes surrounding incoming mail, this was ultimately just a final step towards paperless incoming mail processing. The processes and interfaces for external, physical mail processing were through the digital preparatory work
already clearly defined, so that nothing stood in the way of quick and successful project implementation.

Challenge

The requirements that the external solution provider for ePost had to meet were specified by Arval as follows:
• The opened letters must be scanned, categorized and forwarded to Arval by email by 11:00 a.m.
• Depending on the document type (or category), the documents must be recognized correctly at 80% or more (ie up to 99%).
• The physical originals are retained for 60 days. If an original document from Arval is required, redIT will deliver it by post. Documents that are not in
required in physical form will be professionally destroyed after 60 days.
• The digitized documents are stored for one year and can be downloaded from the relevant portal during this time. After one year, the documents will be destroyed.
• All documents can be opened with the exception of letters marked “confidential”. Unopened letters are collected and delivered to Arval by post every other day.

Solution

redIT was able to cover the above requirements:
• In order to process an average volume of 200 letters per day, the mail is delivered to Oberrüti before 9.00:XNUMX a.m.
• With trained staff and the support of a letter opening machine (300 letters/minute), the letters are opened, paper clips and staples are removed and the documents are made available for scanning.
• The high-performance scanner scans the documents in high quality (300 dpi) so that the full text (OCR) can then be generated and the documents can be recognized.
• After the category has been recognized and determined, the documents are sent to Arval by email. On the other hand, a copy is also indexed and stored in the document management system (DMS).
• The documents stored digitally in the DMS can be accessed and downloaded at any time by Arval via a web portal using a full-text search or using selected indexes (date, document ID, etc.).

Conclusion: introduction of ePost

Thanks to Arval's good preparation and redIT's experience, the outsourcing of the digital inbox was successfully carried out within less than three months, meaning that Arval was able to benefit from the following advantages from day one:
• Variabilization of fixed costs while simultaneously reducing operational costs
• Focus on your own core business
• Higher productivity thanks to automated mail distribution
• Letters can be received regardless of location and time
• Space savings thanks to digital storage in a DMS