AI revolutionizing the Digital Mailroom

<p><span class="no-break"><span class="lead-text">As managing incoming information in digital mailrooms becomes increasingly complex, the challenge lies in boosting efficiency, eliminating sources of error, and ensuring compliance with regulatory requirements. This is where artificial intelligence (AI) proves invaluable.</span></span></p>

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AI revolutionizing the Digital Mailroom

<p>Professional article</p> <h1>AI revolutionizing the Digital Mailroom</h1>

AI revolutionizing the Digital Mailroom

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<h3>Outlook: the potential of GenAI in Document Management</h3> <p>GenAI and LLMs mark the dawn of a new era in AI-driven document processing. Their flexibility and semantic capabilities empower organizations to comprehensively understand and analyse document content. This paves the way for fully automating complex tasks such as classification, extraction, and validation, without extensive reliance on rule-based customization. Advancements in GenAI technology will continue to revolutionize input management, unlocking new opportunities to enhance efficiency and precision in document processing.</p>

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<h3>Contact us</h3> <p>Do you want to know more about the Digital Mailroom?<br /> Contact us, we will be happy to advise you personally.</p>

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AI revolutionizing the Digital Mailroom

<h3><span>The role of artificial intelligence in Document Input Management</span></h3> <p>The use of generative AI (GenAI) and Large Language Models (LLMs) opens new dimensions in input management and increases the efficiency of document processing. In contrast to conventional machine learning approaches, which are based on historical data models, GenAI models enable the precise and dynamic processing of document content. They can understand the content of texts and analyse them in context. These capabilities are particularly useful for the automatic classification of documents, the extraction of relevant information and the in-depth review of content.</p> <h3><span>Classification of documents</span></h3> <p>Compared to conventional methods, LLMs offer a profound understanding of complex language structures, enabling more accurate document classification. Leveraging extensive training data, LLMs can differentiate between diverse document types and formats, categorizing content with high precision. This significantly streamlines document workflows by minimizing the need for manual intervention. Use cases include categorizing a broad spectrum of document types that were previously challenging to classify, extract, and semantically validate due to their structural diversity.</p> <h3><span>Automatic extraction of relevant information</span></h3> <p>One of the most notable advantages of LLMs in document management is their ability to extract relevant information with precision and contextual awareness. Traditional algorithms often depend on predefined rules for data extraction, while LLMs can dynamically recognize and retrieve content-rich data. This capability allows organizations to extract targeted information from a wide range of documents efficiently – whether it’s addresses, contact details, legal clauses, or financial data. By reducing reliance on extensive rule-based programming, GenAI increases efficiency and facilitates adaptability to different document types.</p> <h3><span>Semantic testing and quality control</span></h3> <p>The deep linguistic capabilities of LLMs enable reliable, context-aware validation of document content. Moving beyond simple rule-based checks, they ensure coherence, plausibility, and accuracy in the document review process. Semantic analysis is particularly crucial for quality control and data security. With GenAI, inconsistencies or irregularities across multiple documents in a case can be identified, enhancing data integrity and minimizing errors.</p>

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Haupttitel: AI revolutionizing the Digital Mailroom

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AI revolutionizing the Digital Mailroom

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Digital Mailroom with the power of AI

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Digital Mailroom with the power of AI

<p><span class="no-break"><span class="lead-text">In an increasingly digitized business world, the automation of document processing plays a central role. In recent years, Digital Mailrooms have become the centrepiece of this development.</span></span></p>

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Digital Mailroom with the power of AI

<p>Professional article</p> <h1>Digital Mailroom with the power of AI</h1>

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Digital Mailroom with the power of AI - rechts EN

<h3>Conclusion: LLMs as drivers of the Digital Mailroom</h3> <p>The integration of LLMs into the Digital Mailroom enables companies to significantly increase their efficiency, accuracy and cost savings. Arcplace combines state-of-the-art AI technologies with in-depth expertise to provide customized solutions for Swiss companies. The integration of these models is not only a step towards the future but also a guarantee of better results, faster processes and satisfied customers – in short, a real revolution in the field of Digital Mailrooms.</p>

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<h3><br /> Contact us</h3> <p>Do you want to know more about the Digital Mailroom?<br /> Contact us, we will be happy to advise you personally.</p>

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<p>Digital Mailrooms are transforming traditional mailrooms into digital information centres that centralize, categorize and analyse physical and electronic mail streams. This saves time, reduces costs and increases the accuracy and security of data processing. Advances in technologies such as large language models (LLMs) and modern AI solutions are driving this development. Companies like Arcplace, a leading BPO provider in Switzerland, use these technologies to offer innovative and future-proof solutions.</p> <h3>The role of large language models in the Digital Mailroom</h3> <p>LLMs such as GPT-4 and Llama 3.2 can analyse large amounts of text and extract context-related information. They enable in-depth semantic analyses and are particularly effective when processing unstructured data such as e-mails or PDFs. These models recognize intentions, extract relevant content and automatically initiate follow-up actions. For example, invoices, contracts or enquiries can be efficiently classified and forwarded to the relevant departments. This automation reduces manual intervention and minimises sources of error considerably.</p> <h3>Precision and error reduction</h3> <p>LLMs are characterised by their high accuracy in data analysis. Where rule-based systems reach their limits, AI models stand out thanks to their ability to understand and correctly allocate even complex content. By using these technologies, customised solutions can be developed that are not only more efficient but also significantly reduce error rates. The continuous further development of the systems ensures that new requirements can be integrated quickly.</p> <h3>The road to complete automation</h3> <p>LLMs bring the dream of fully automated document processing closer. They are capable of learning and adapt to specific requirements through feedback. Customers can be offered flexible and scalable solutions that increase the degree of automation and maximise productivity at the same time. This enables companies to seamlessly adapt to the requirements of digital transformation.</p> <h3>Efficiency and cost savings</h3> <p>The use of LLMs offers considerable efficiency gains and cost benefits. Automatic processing reduces manual work and minimizes post-processing. Customers benefit from lower operating costs, faster processing times and improved customer satisfaction. This combination of efficiency and quality not only strengthens customer loyalty but also the competitiveness of companies.</p> <h3>Security and compliance</h3> <p>In an increasingly regulated business world, data protection and security are essential. LLMs help to process sensitive data correctly and comply with legal requirements. Arcplace is committed to the highest security standards and develops solutions that are fully compliant with legal requirements. AI models automatically recognise personal data and ensure that it is processed accordingly. This is particularly important for Swiss companies, which are subject to strict regulations.</p>

Haupttitel: Digital Mailroom with the power of AI

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Text About Arcplace

<h3>&nbsp;</h3> <h3>Arcplace AG</h3> <p>Swiss company <span class="no-break">Arcplace</span> AG is a specialized IT service provider that supports organizations in the digitization and automation of document related processes as well as in electronic archiving.</p> <p>Since its founding in 2006, <span class="no-break">Arcplace</span> has implemented solutions for more than 900 customers across a wide range of sectors. <span class="no-break">Arcplace</span> is a privately owned and independent company with a professional team of over 100 employees.</p> <p><span class="no-break">Arcplace</span> offers its services via datacenters located in <span class="no-break">Switzerland</span> and is certified to the ISO 27001 standard for information security.</p> <h3>Kontakt:</h3> <p>Arcplace AG<br /> Irene Feusi<br /> Marketing &amp; Communication Specialist<br /> Mühlebachstrasse 54<br /> CH-8008 Zürich<br /> <em class="fa fa-phone">&nbsp;</em><a href="tel:+41445012200" target="_self" title="click to call">+41 44 501 22 00</a><br /> <em class="fa fa-envelope">&nbsp;</em><a href="mailto:i.feusi@arcplace.ch" title="Contact us">i.feusi@arcplace.ch</a></p>

Box Text Arcplace wins major contract from the city of Winterthur

<p><br /> The city of Winterthur was looking for a service provider to take over the digitization of the city administration's daily incoming mail. The letters were to be scanned centrally and distributed for further processing using an existing electronic mailbox solution.</p> <p>The contract was awarded at the beginning of August. Arcplace was commissioned to provide the scanning service for CHF 3.3 million. The realization of the project will begin in the coming weeks to be ready for the implementation next year.</p> <p>"We are delighted that we were able to convince the city administration of Winterthur that we have the necessary know-how and team to provide a professional digital mailbox service. We are grateful for the trust placed in us and look forward to a long and fruitful cooperation," explains Robbert Spierings, CEO &amp; Founder of Arcplace.</p>

Box Lead Arcplace wins major contract from the city of Winterthur

<p>August 8^th, 2024</p> <h1><span class="no-break">Arcplace wins major contract from the city of Winterthur</span></h1> <p><span class="lead-text"><span class="no-break"><span class="MaaxItalic">The city of Winterthur has opted for Arcplace's scanning services to digitize its incoming physical mail. The Zurich-based company prevailed against six competitors.</span></span></span></p>

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[Translate to english:] 31. März 2016 <h2>Pfister möbelt die Rechnungsverarbeitung auf</h2> Die Möbel Pfister AG, Marktführerin im Schweizer Einrichtungsfachhandel, hat die Verarbeitung der Kreditorenrechnungen unternehmensweit digitalisiert und automatisiert. Mit der Lösung von Arcplace können die bis zu 30’000 jährlich eingehenden Papier- und E-Rechnungen schnell und zuverlässig zentral erfasst, überprüft und über vordefinierte Workflows zur Genehmigung und Bezahlung weitergeleitet werden. Durch die effizienteren Prozesse profitiert Pfister von besseren Lieferantenkonditionen, mehr Transparenz und tieferen Kosten.

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<p><span class="bildcaption"><span class="bildcaption no-break">Head office of the Winterthur city administration (Image source: Winterthur city administration)</span></span></p>

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Case Study as PDF

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<p>Case Study</p> <h1>VERIT Immobilien expediting digital transformation with Arcplace</h1>

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<p><span class="no-break"><span class="lead-text">As part of its comprehensive digitization strategy, VERIT Immobilien AG has decided to employ Arcplace’s Scanning Services. All incoming mail, amounting to over 100,000 letters annually, is currently scanned with OPEX one-step scanning technology. TCG DocProStar with its artificial intelligence (AI) is used for classification and data extraction in order to be able to guarantee more efficient processes and smooth forwarding to the existing peripheral systems.</span></span></p>

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We will be happy to advise you personally

<h3>We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom? Please contact us.</p>

Kontaktformular Digitaler Posteingang EN

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Initial Situation

<h3>Initial Situation</h3> <p>VERIT Immobilien AG is in the throes of digital transformation. The in-house scanning of all vendor invoices needed to be replaced and a digital mailroom introduced. In view of the large number of documents that had to be digitized and classified every day, the company decided to outsource scanning in order to be able to further reduce manual, repetitive and timeconsuming activities.</p>

Solution

<h3>Solution</h3> <ul> <li><span class="MaaxBold">Annual digitization of over 100,000 documents</span></li> <li><span class="MaaxBold">Use of forward-looking technology with AI</span></li> <li><span class="MaaxBold">Time saving through process automation</span></li> </ul> <p>The physical documents are scanned in the Arcplace Scan &amp; BPO Center and then classified and extracted. Use of the DocProStar technology plays an important role in classifying the incoming documents, since it works with the support of artificial intelligence (AI) in the form of machine learning. The solution had to be “trained” in advance with example documents from VERIT Immobilien. The system is constantly learning as it works, and this classification intelligence can be expanded – by way of the continuous improvements it makes through self-learning or the addition of new document types. The goal is to use these technologies to ensure that the solution is constantly optimized, thus relieving operators of manual activities and further automating processes. Moreover, detailed and dynamic reporting guarantees full transparency regarding processing quantities and automation rates.</p> <h3>"A structured inbound process is essential for us. Digitized mail is vital for the automated processing of our core processes."</h3> <p><span class="bildcaption">Martin Frei, Chief Digital Officer (CDO), VERIT Immobilien AG</span></p>

Results

<h3>Results</h3> <ul> <li>Digital processing of vendor invoices</li> <li>Introduction of digital mailroom with classified documents</li> <li>Greater efficiency, fewer repetitive tasks, faster through-put time</li> <li>Inline with digitization strategy</li> <li>Transparent reporting</li> </ul>

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Haupttitel Case Study EN:VERIT Immobilien expediting digital transformation with Arcplace

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<p>Case Study</p> <h1>Retraites Populaires relies on Arcplace’s innovative incoming mail service</h1>

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<p><span class="no-break"><span class="lead-text">Until 2022, Retraites Populaires still received all its mail in physical form. The Vaud institution then decided to outsource the receipt and digitization of its incoming mail to Arcplace in its entirety. Following the launch of the Digital Mailroom, more than 300,000 letters are processed annually by Arcplace, with full transparency for Retraites Populaires and its customers. Modern technologies based on artificial intelligence make it possible to automate much of the processing that has traditionally been done by hand.</span></span></p>

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We will be happy to advise you personally

<h3>We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom? Please contact us.</p>

Kontaktformular Digitaler Posteingang EN

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Initial Situation

<h3>Initial Situation</h3> <p>Founded in 1907, Retraites Populaires is a key player in the canton of Vaud. The Vaud-based institution now has more than 200,000 customers and employs more than 350 people across three sites. The manual handling of incoming documents (up to a thousand letters a day), repetitive tasks and the physical filing of paper documents were making it difficult to carry out processes and were consuming a huge amount of time and storage space.</p>

Solution

<h3>Solution</h3> <ul> <li><span class="MaaxBold">Solution implemented in two months</span></li> <li><span class="MaaxBold">Handling of 1,000 documents a day</span></li> <li><span class="MaaxBold">Time saving through automation</span></li> </ul> <p>All incoming physical mail is scanned, classified and extracted at the Arcplace Scan &amp; BPO Center. One of the system’s strong points is its classification, thanks to the use of DocProStar technology, which uses artificial intelligence (AI) in the form of machine learning. The system is constantly learning as it operates. This classification intelligence can be extended by adding new document types. A solution that is constantly evolving means that administrative burdens can be further reduced, and process automation increased. As well as document classification, the full service includes the extraction of relevant business data, comparison with master data and – if necessary – manual validation. An advanced system for reading envelopes before they are opened enables several levels of blacklists to be established and certain unopened envelopes to be returned.</p> <h3>"The success of Arcplace at Retraites Populaires is the result of its excellent deployment at every stage and the dynamic relationship between the two companies."</h3> <p><span class="bildcaption">Eric Birchmeier, Head of Services Division, Retraites Populaires</span></p>

Results

<h3>Results</h3> <ul> <li>Optimization of resources</li> <li>Automation saves time</li> <li>Greater efficiency, fewer repetitive tasks</li> <li>Solution can be extended for other processes</li> <li>Greater transparency over the entire process thanks to dashboards</li> </ul>

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Box Text Mail processing through the ages

<p><br /> "Arcplace was already offering 'Automated Mail Processing' on its website in 2007. However, this solution was met with little interest at the time, as companies had not yet digitized the processes triggered by incoming mail. We therefore removed the service and only offered it again in 2015 - with initial success," explains Robbert Spierings, CEO &amp; Founder. While the Digital Mailroom was still in its infancy, documents were scanned in but printed out again by those responsible in the departments. The road to the paperless office was long and there was no recognizable added value at the time.</p> <h3>Far more than just letter mail</h3> <p>While mail dispatch was long limited to physical letters or emails, the volume of incoming mail has changed dramatically. Mail is received via various digital channels, the volume of letters sent is declining and the volume of parcels sent has increased by 12.5% per year over the past 10 years. Working from home also has a major impact on efficient and secure mail processing within a company. Just as volumes and trends in incoming mail have changed, Arcplace's solution has also continued to evolve. Roger Egli, Head Professional Services &amp; Solution Owner Input Management at Arcplace, together with Roland Bigler, CEO of CodX Software, explained what this development looks like, what advantages an end-to-end process brings and what added value a Digital Mailroom can offer companies.</p> <p>We were very pleased with the feedback from participant Taskin Sirin from Julius Baer, which we received the same evening: "Thank you very much for the warm welcome, the good tour of the company and the great aperitif. It was a pleasure to make interesting acquaintances and to experience the professionalism of the company." We say thank you!</p> <h3>Missed the event? No problem!</h3> <ul> <li>Would you also like to gain in-depth insights into the end-to-end process of a Digital Mailroom and learn about the roles played by automation with AI, end-to-end tracking and the process tracking system?</li> <li>Would you also like to visit our Scan &amp; BPO Center?</li> <li>Would you like to benefit from a free potential analysis to find out whether the introduction of a Digital Mailroom makes sense in your individual case?</li> </ul> <h3>Then we look forward to hearing from you:</h3>

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[Translate to english:] 31. März 2016 <h2>Pfister möbelt die Rechnungsverarbeitung auf</h2> Die Möbel Pfister AG, Marktführerin im Schweizer Einrichtungsfachhandel, hat die Verarbeitung der Kreditorenrechnungen unternehmensweit digitalisiert und automatisiert. Mit der Lösung von Arcplace können die bis zu 30’000 jährlich eingehenden Papier- und E-Rechnungen schnell und zuverlässig zentral erfasst, überprüft und über vordefinierte Workflows zur Genehmigung und Bezahlung weitergeleitet werden. Durch die effizienteren Prozesse profitiert Pfister von besseren Lieferantenkonditionen, mehr Transparenz und tieferen Kosten.

Box Lead Mail processing through the ages

<p>Juli 16^th, 2024</p> <h1><span class="no-break">Mail processing through the ages</span></h1> <p><span class="lead-text"><span class="no-break"><span class="MaaxItalic">At the roundtable event in the Scan & BPO Center in Glattbrugg, Arcplace took over 25 participants on a journey through time and demonstrated the 'Best Practice of a Digital Mailroom'. In order to understand how a Digital Mailroom works today and to see the infinite number of facets this solution entails, the guests were taken on a tour of the center. The event was rounded off with a joint exchange over an aperitif.</span></span></span></p>

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<p><em class="fa fa-linkedin">&nbsp;</em><a href="https://www.linkedin.com/posts/arcplace-ag_roundtable-event-digitalerposteingang-activity-7212026511128723456-9-f4?utm_source=share&amp;utm_medium=member_desktop" target="_blank" title="Some impressions of the event on LinkedIn">Some impressions of the event on LinkedIn</a></p>

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<p><span class="bildcaption"><span class="bildcaption no-break">The speaker Roger Egli has been working in Input Management for over 15 years.</span></span></p>

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<p>Case Study</p> <h1>Profond plans ahead with the Digital Mailroom Service “Light”</h1>

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Box Lead Case Study: Profond plans ahead with the Digital Mailroom Service “Light”

<p><span class="no-break"><span class="lead-text"><span class="lead-text no-break">For the past year, an increasing number of employees have been working from home – also at Profond Pension Fund in Zurich. To ensure the daily mail does not get left behind in the company, Profond has chosen the Digital Mailroom Service “Light” from Arcplace. Incoming physical mail is diverted to the Arcplace Scan &amp; BPO Center, digitized and transferred to Profond for quick and easy further processing.</span></span></span></p>

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Initial Situation

<h3>Initial Situation</h3> <p>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.</p>

Solution

<h3>Solution</h3> <ul> <li><span class="MaaxBold">Implementation of the service in just 3.5 weeks</span></li> <li><span class="MaaxBold">Efficient processing of up to 100 letters each day</span></li> <li><span class="MaaxBold">Expansion of the standard service with a blacklist</span></li> </ul> <p>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 &amp; 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.</p> <h3>"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."</h3> <p><span class="bildcaption">Marco Immler, Head of Innovation and Technology, Member of the Executive Board at Profond</span></p>

Results

<h3>Results</h3> <ul> <li>Letter post is received digitally, irrespective of the location</li> <li>Digitized mail can be processed quickly and easily</li> <li>Options to expand the solution further through connection to accounting systems or the use of OCR technology</li> <li>Simple handling, flexible solution, pragmatic implementation</li> </ul>

We will be happy to advise you personally

<h3>We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom? Please contact us.</p>

Kontaktformular Digitaler Posteingang EN

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<h3>You need a Digital Mailroom if ...</h3> <p><span class="no-break">... process delays or interruptions are common in your organization due to documents not being forwarded or being forwarded too slowly,</span><br /> &nbsp;</p> <p><span class="no-break">... manually processing of incoming mail generates high costs,</span><br /> &nbsp;</p> <p><span class="no-break">... you must fulfil compliance requirements and track incoming information at all times,</span><br /> &nbsp;</p> <p><span class="no-break">... storing paper documents causes you space problems,</span><br /> &nbsp;</p> <p><span class="no-break">... you spend a lot of time manually searching for information.</span></p>

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<h3><br /> We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom?<br /> Please contact us.</p>

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Download the whole Dossier now

<h3>Download the whole Dossier now</h3> <p>Content:</p> <ul> <li>You need a Digital Mailroom if ...</li> <li>The Benefits</li> <li>How it works in 6 steps</li> <li>Operating models: In-house or as a service</li> <li>Use of leading technologies</li> </ul>

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Automatically capture, distribute and archive incoming Mail

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Haupttitel: Automatically capture, distribute and archive incoming mail

Box Digital Mailroom Lead EN

<p><span class="lead-text no-break">A company receives information in many different forms – as paper-based letters, via forms on websites, as emails or as data entered by customers on various devices. A Digital Mailroom creates a central point of entry where all incoming paper-based and digital information is automatically captured to be distributed electronically throughout the company, traceably processed and finally archived in a legally compliant manner.</span></p>

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Implementing a Digital Mailroom

<h3>Implementing a Digital Mailroom</h3> <p>Useful tips from our experts for the early stages of your project</p>

Download Implementing a Digital Mailroom

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Guide Implementing Digital Mailroom

We will be happy to advise you personally

<h3><br /> We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom?<br /> Please contact us.</p>

Kontaktformular Digital Mailroom EN beige

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Box Guide: Implementing Digital Mailroom

<p><span class="lead-text no-break">Have you decided upon a solution and suitable partner for implementing a Digital Mailroom at your company? Congratulations! Now it’s time to actually implement it. What needs to be considered in the early stages of the project to ensure it’s a success right from the start? What needs to be defined? And what are the typical stumbling blocks?</span></p>

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Guide: Implementing a Digital Mailroom

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Haupttitel: Guide Implementation Digital Mailroom

Abschnitt: Guide Implementing Digital Mailroom

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Evaluation of a Digital Mailroom

<h3>Evaluation of a Digital Mailroom</h3> <p>With concentrated Arcplace expert knowledge to the right solution</p>

Download Evaluation of a Digital Mailroom

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Guide Evaluation Digital Mailroom

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<h3><br /> We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom?<br /> Please contact us.</p>

Kontaktformular Digital Mailroom EN Beige

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Box Guide: Evaluation Digital Mailroom

<p><span class="lead-text no-break">This guide will assist you when you are thinking about implementing a Digital Mailroom in your company. Our Input Management experts can give you some valuable tips, so that you can evaluate the different providers and make the correct preparations.</span></p>

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Guide: A Digital Mailroom for your Company

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Haupttitel: Guide Evaluation Digital Mailroom

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Potential Analysis for a Digital Mailroom

<h3>Potential Analysis for a Digital Mailroom</h3> <p>Individual solution proposal for the introduction of a Digital Mailroom</p>

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We will be happy to advise you personally

<h3><br /> We will be happy to advise you personally</h3> <p>Do you want to know more about the Digital Mailroom?<br /> Please contact us.</p>

Kontaktformular Digital Mailroom EN beige

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Box Guidebook: Potential analysis for a Digital Mailroom

<span class="lead-text no-break">Arcplace advises companies on whether the introduction of a Digital Mailroom makes sense in their individual case and gives them a detailed overview of the daily mail volumes. Thanks to the potential analysis a company can estimate which of the incoming documents are most promising for optimization through digitization and automation.</span>

Haupttitel: Guidebook: Potential analysis for a Digital Mailroom

Arcplace as consultant: Potential Analysis for a Digital Mailroom

Abschnitt: Guidebook: Potential analysis for a Digital Mailroom

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Box Lead Helvetia digitizes incoming mail with Arcplace

<p>June 26^th, 2018</p> <h1>Helvetia digitizes incoming mail with Arcplace</h1> <p><span class="lead-text"><span class="MaaxItalic no-break">For the implementation of its ECM strategy, Helvetia Insurance has decided to commission an external service provider with the digitization of its incoming mail. An evaluation of suitable scanning specialists led the company to choose Arcplace.</span></span></p>

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[Translate to english:] 31. März 2016 <h2>Pfister möbelt die Rechnungsverarbeitung auf</h2> Die Möbel Pfister AG, Marktführerin im Schweizer Einrichtungsfachhandel, hat die Verarbeitung der Kreditorenrechnungen unternehmensweit digitalisiert und automatisiert. Mit der Lösung von Arcplace können die bis zu 30’000 jährlich eingehenden Papier- und E-Rechnungen schnell und zuverlässig zentral erfasst, überprüft und über vordefinierte Workflows zur Genehmigung und Bezahlung weitergeleitet werden. Durch die effizienteren Prozesse profitiert Pfister von besseren Lieferantenkonditionen, mehr Transparenz und tieferen Kosten.

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Box Helvetia digitizes incoming mail with Arcplace

<p>Helvetia is a quality-oriented all-lines insurer with 160 years of experience. It is one of the leading insurance companies in Switzerland, supporting more than 1.3 million customers with 38 general agencies and around 3,500 employees.</p> <p>Mail receipt at <span class="no-break">Helvetia</span> currently takes place on a localized basis at various locations. After the mail is received, it is opened and forwarded by means of a group mailbox, largely in physical form, to the relevant department for further processing. In some cases mail is scanned after opening, classified by the logistics department, and distributed to the corresponding electronic mailboxes. These business processes are now being optimized and automated with the support of <span class="no-break">Arcplace</span>. “We are delighted that <span class="no-break">Helvetia</span> has opted for our scanning services and that we have been able to execute this ambitious project with such a renowned company”, explains <span class="no-break">Michael Niederjohann, Head of Scan Center &amp; BPO Arcplace</span>.</p> <h3>Processing of 8,100,000 pages a year</h3> <p>In future, through the staggered introduction of a digital mailroom over the next few years, a total of approximately one million pieces of mail – which corresponds to around 8,100,000 pages – will be forwarded centrally through a mailbox from<span class="no-break"> Helvetia</span> to the Arcplace Scan Center, where the mail will undergo sorting, opening, re-sorting, preparation for processing and scanning. Here, Arcplace will make use of the scanning technology from OPEX. The scanning workstation will take over the automated opening, the individual page recording and the scanning of the documents.</p> <p>After the mail items have been digitized, they will be forwarded to <span class="no-break">Helvetia</span> by means of secure data exchange. Detailed reporting on the processing provides daily information about the service provision by Arcplace. The physical items of mail will be stored for a fixed interim period and then certifiably destroyed.</p> <h3>A client portal for reporting and analyses</h3> <p>In order to be able to ensure the traceability of the tasks executed and to report on this, an electronic process monitoring system is being implemented during the course of the overall project. The data emerging from this will be prepared graphically in a client portal and made available to authorised employees of <span class="no-break">Helvetia</span>.</p> <h3>Arcplace AG</h3> <p>Swiss company <span class="no-break">Arcplace</span> AG is a specialized IT service provider in the information management and archiving industry. <span class="no-break">Arcplace's</span> portfolio includes solutions for the scanning, management and archiving of documents as well as the protection and archiving of data. By combining the latest technologies with innovative service models like Managed Services, Cloud Services or Business Process Outsourcing, <span class="no-break">Arcplace</span> can provide optimal solutions for companies of any size.</p> <p>Since its founding in 2006, <span class="no-break">Arcplace</span> has implemented solutions for more than 900 customers across a wide range of sectors. <span class="no-break">Arcplace</span> offers its services via data centers located in <span class="no-break">Switzerland</span>.</p> <h3>Contact:</h3> <p>Arcplace AG<br /> Irene Feusi<br /> Mühlebachstrasse 54<br /> CH-8008 Zürich<br /> <em class="fa fa-phone">&nbsp;</em><a href="tel:+41445012200" target="_self" title="click to call">+41 44 501 22 00</a><br /> <em class="fa fa-file">&nbsp;</em><a href="mailto:i.feusi@arcplace.ch" title="Opens window for sending email">i.feusi@arcplace.ch</a></p>

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<span class="bildcaption no-break">Representatives from Helvetia Insurance and Arcplace after signing the contract (left to right): Roger Gander, Head of Facility Management at Helvetia - Thomas Kramer, Head of Infrastructure and Organization at Helvetia - Robbert Spierings, CEO Arcplace - Matthias Göckel, Project Manager of ECM@BV at Helvetia - Volker Meyer, Sub-Project Manager of Scanning at Helvetia - Michael Niederjohann, Head of Scan Center &amp; BPO Arcplace - Daniel Mettler, Project Manager at Arcplace - Markus Saladin, ECM Programme Manager at Helvetia.</span>

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