State Super solves mailroom automation with ReadSoft
State Super solves mailroom automation with ReadSoft
April 23, 2009:State Super Financial Services (SSFS) has invested in ReadSoft's CLASSIFY and INDEX software to replace their manual inbound mail process with an automated solution that sorts, classifies, distributes and digitally captures documents for full visibility and easy retrieval.
SSFS provides financial planning and fund management services exclusively to current and former public sector employees and their family members. It has over 42,500 clients and funds under advice in excess of $A6.47 billion,
Having already implemented the ReadSoft FORMS solution in 2003 for automatically capturing data and digitizing application forms, SSFS looked to extend the solution to maximise their processing capacity and have front-end visibility of the 15,000 document sets received on a monthly basis.
Their manual inbound mail process involved physically opening mail, date stamping each document, sorting by transaction type and distributing documents to individual desks for further processing. This process involved excessive photocopying as documents passed from one person to the next in the processing cycle as well as the need for physical storage of original documents.
The requirements for an automated solution were driven by the need to have total visibility of all inbound documents for control of client information and to save time at the front end of the document processing cycle.
"ReadSoft offers an opportunity to remove the manual process by providing software that classifies, sorts and groups documents automatically. The new process is saving us significant time and effort, as well as providing the quick and easy option of electronic storage and retrieval,” says Andrew Griffin, Registry Manager at SSFS.
All paper documents are now scanned upon arrival. The new mailroom solution, CLASSIFY & INDEX, automatically identifies, groups and distributes documents to one of two pre-determined locations. Documents destined for SSFS’s customer management system (CRM), are presented to FORMS for full OCR (document capture) and automated data extraction, leaving nothing more than for the document to be archived in electronic image format for easy retrieval and full visibility. After passing through the classify, index and distribution process, all other documents are immediately available in digital format making retrieval quick and easy.
“We have removed all time-consuming tasks associated with manual processing of inbound mail, and have significantly reduced the time to process a document from its arrival to archival in electronic image format,” says Andrew. “Moreover, we have enabled image archiving for all documents, not just those processed by FORMS. The biggest advantage of the new automated process is the time and effort saved in our regional offices by reducing receipt and processing queries. On capture, information is now easily accessible throughout the organization,” adds Andrew.
"We are happy to see that the mailroom business is starting to pick up speed, and more and more companies are starting to show interest in this new technology. It is particularly rewarding knowing that the ReadSoft solution has made such a difference to SSFS’s processing capacity and we’re confident that they will continue to experience the benefits of the automated mailroom solution,” says Frank Volckmar, Managing Director at ReadSoft Oceania.