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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.
Restore worked closely with SoTCC to define a process which would fulfill SoTCC’s objectives. Using its wide operational knowledge of mailroom automation, Restore 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 in to 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, has resulted in a number of business benefits for SoTCC.
With the support of Restore, SoTCC has successfully moved offices and implemented a consolidated digital mailroom, allowing for automatic routing of electronic correspondence to the correct team.
The transition to the digital mailroom has also resulted in:
Stoke on Trent City Council (SoTCC) was moving to new premises and as part of its ‘paper lite’ policy, the council wanted to create a digital mailroom to handle all incoming correspondence, which would forward documents electronically to the correct team for processing.
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The project to date has been a great success. Working in close partnership with Restore, we were able to achieve our objectives in a short period of time. Pre-project, the delivery process used to take three people all day to deliver our post. Now two people do it in just half a day. Staff across the council will no longer have to manually open, date stamp and scan in their post as this is now being undertaken by a central facility. This allows employees to add greater value to the work undertaken supporting our residents. Once the project is complete, we will be scanning in approximately 10,000 items of post per week. Helen Dos Santos, Corporate Business Administration Manager
The project to date has been a great success. Working in close partnership with Restore, we were able to achieve our objectives in a short period of time.
Pre-project, the delivery process used to take three people all day to deliver our post. Now two people do it in just half a day.
Staff across the council will no longer have to manually open, date stamp and scan in their post as this is now being undertaken by a central facility. This allows employees to add greater value to the work undertaken supporting our residents.
Once the project is complete, we will be scanning in approximately 10,000 items of post per week.
Helen Dos Santos, Corporate Business Administration Manager
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