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Case Study

Digital Mailroom for Retraites Populaires

Digital Mailroom

The Digital Mailroom organizes and optimizes the entire incoming mail of a company across diverse channels. The Digital Mailroom processes all incomming documents centrally, whether they are paper-based or electronical (emails, online forms, file imports etc.).

Scanning is the first step for paper-based correspondence. Operators sort and scan the documents as they arrive. Data received electronically at the Digital Mailroom is automatically incorporated into the process by the Arcplace communications infrastructure.

Fixed policies within the Digital Mailroom ensure that documents received are classified immediately by means of the fastest possible rate of automation. Arcplace operators classify any documents that are not processed automatically. OCR technology prepares documents (data extraction) to allow efficient processing further down the line. The Digital Mailroom then assigns documents and their extracted data to the correct recipient (an individual or a group), business process or specialist function (accounting, customer service etc.).

Digital Mailroom rounds off Arcplace's proven portfolio of scanning, document management and archiving solutions. Arcplace has always built its solutions on reputable, standard components. Ease of use combined with fast customization to meet customer requirements is what makes Arcplace solutions successful.


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Arcplace Scan & BPO Center

The Arcplace Scan & BPO (Business Process Outsourcing) Center in Glattbrugg, Switzerland processes documents of all types for companies all across Switzerland. It is on one hand used for recurring scanning activities such as the scanning of supplier invoices, orders or the complete mail traffic. It is also used for the digitization of larger paper archives that are then typically transferred to DMS, ECM or ERP systems.

The Arcplace Scan & BPO Center is certified to the ISO 27001 security standard and uses state of the art technology for the digitization and capture of documents of all types and sizes. A professional team consisting of project managers, engineer and scanning operators helps customers to define and implement the scanning processes that best suits the requirements.

Operating Models – In-house or as a Service

Arcplace offers its Digital Mailroom as either in-house solution or as a service. Based on customer requirements, the individual models can be flexibly adapted: for example, mail from customers can be delivered directly to Arcplace using the operating model “Business Process Outsourcing” (BPO). The Scan & BPO Centre sorts all correspondence as it arrives, then opens and scans letters that do not appear on the blacklist excluding them from processing. Alternatively, the Digital Mailroom is also available as in-house solution to be installed directly at the customer’s premises.

If the customer already has parts of a mailroom solution in place, Arcplace can also supply individual Digital Mailroom modules. For example, scanning or processing can be integrated into the customer’s existing environment.


Potential Analysis 

Individual solution proposal for the introduction of a Digital Mailroom


Evaluation of a Digital Mailroom

With concentrated Arcplace expert knowledge to the right solution


Implementing a Digital Mailroom

Useful tips from our experts for the early stages of your project



With the help of Arcplace, the Real Estate Company Livit AG has digitized 150’000 rental contract dossiers. Creditor invoices and further correspondence is automatically digitized nowadays, handed over to respective workflow solutions and electronically archived following compliance standards.

In the movie a Livit employee explains, which efficiency wins and optimizations have been obtained for the company and the employees.

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