Initial Situation

Profond is one of the largest independent collective pension funds in Switzerland with over 57,000 insured persons. It employs around 100 people at its locations in Zurich, Crissier, Biel and St. Gallen. Until now, incoming mail was distributed internally to all locations individually by physical means. Due to the increased amount of work in the home office, the timely receipt as well as efficient further processing of the letter post was at risk.

Solution

• Implementation of the service in just 3.5 weeks
• Efficient processing of up to 100 letters each day
• Expansion of the standard service with a blacklist

Arcplace implemented the Digital Mailroom Service "Light" for their Zurich location in just 3.5 weeks. The physical mail is forwarded to the Arcplace Scan & BPO Center, where it is processed using a high-performance scanning infrastructure. One PDF/A is created per envelope and the generated files are transmitted each day to the customer via SFTP server. At Profond’s request, the standardized service was expanded with a so-called blacklist. With the blacklist, all letter post to HR is sent to an inbox after scanning, to which only a defined person at Profond has access. The digitized letters, together with any 3D objects that have been sorted out, are packed in boxes and returned to Profond three times a week.

"We were on the lookout for a partner who could quickly and pragmatically implement a solution for the Digital Mailroom that could be further expanded."

Marco Immler, Head of Innovation and Technology, Member of the Executive Board at Profond

Results

• Letter post is received digitally, irrespective of the location
• Digitized mail can be processed quickly and easily
• Options to expand the solution further through connection to accounting systems or the use of OCR technology
• Simple handling, flexible solution, pragmatic implementation