Dematerialization of incoming mail

CONTEXT OF THE PROJECT

As part of its activity, a large French company receives daily correspondence from its customers and partners.

The company was looking for a service provider to receive and prepare incoming mail on a daily basis for scanning.

The daily volume is estimated between 500 and 1,000 folds depending on the time of year.

For reasons of simplification and above all retention of existing customers, it was necessary to set up aa simple logistics solution and with the least possible impact on its existing customers.

Processing consists of receiving, sorting, scanning and digitally transmitting received mail.

Sorting rules have been defined in conjunction with the client:

• Identification of recipient services.
• Presence or not of mandatory information.
• Direction of specific or undesired letters.
  

Following sorting, the letters are prepared in accordance with the client's business process. We set up multi-flow processing in order to orient the documents according to their types and formats A4, A3, A0, etc.

Mail received may contain plans/large formats. These are identified and extracted for digitization on a large format scanner.

A4/A3 documents are processed on one side, large formats on the other.

At the scanner's exit, the files from the same mail are remerged to become a single file.

The files are then signed electronically, as part of the faithful scanning.