Alongside moving to new premises and fostering a paper-lite policy, the council also wished to implement a hot desk policy, with staff using different workstations as needed. To do this, SoTCC needed its mail to be delivered to the correct team in an electronic format.

An Automated Digital Mailroom

Restore Information Management worked closely with SoTCC to define a process which would fulfil SoTCC’s objectives. Using its wide operational knowledge of mailroom automation, Restore Information Management designed the solution to include processes capable of handling regular, sensitive and managers’ post.

• • Installing two OPEX scanners at a centralised location greatly increased efficiencies in opening and scanning the incoming post.

• • The output from the two scanners was then consolidated and imported into Kofax, for classification of the documents to take place.

• • Using complex algorithms, Kofax classified the document against its sample set and if confident, the document type would be matched against a mapping table to determine which SoTCC Line of Business Team to route the document to.

• • If the document type could not be automatically identified then it would be sent to an Operator to validate.

The digital mailroom, implemented by Restore Information Management, has resulted in a number of business benefits for SoTCC. With the support of Restore Information Management, SoTCC has successfully moved offices and implemented a consolidated digital mailroom, allowing for automatic routing of electronic correspondence to the correct team.