Case Study: Digital Mailroom

Challenge:

Prior to the COVID-19 pandemic, a sweepstakes company was receiving approximately 30,000 envelopes each month for one of their promotions.  When the company started to work remotely due to the pandemic, that number ballooned and has held steady at over 700,000 envelopes each month. As the level of incoming mail increased, it became extremely difficult for the company to maintain this promotion that had become a huge success for the organization. They were having to use valuable resources just to sort and process the incoming envelopes. Their current process meant that multiple people were needed to sort the envelopes, open the mail and then distribute to the forms to the correct person in the organization. They were losing out on office space and increasing costs by not outsourcing their mailroom operations. 

Solution:

Recordsforce's solution to this company's challenge was to create a digital mailroom solution. The sweepstakes envelopes are now sent directly to our secure, SOC II compliant facility, and with combination of our PACE system, their mail is processed safely, quickly and accurately. The process is as follows:

  1. Recordsforce collects an average of 700,000 envelopes each month.

2. The envelopes are opened, sorted, prepped and then scanned through our high-speed IBML scanner. 

3. Key data points are extracted by our team from the forms 

4. The images and data are quality reviewed and then delivered directly into the company's system. 

 

Result:

As a result, the company is able to run their sweepstakes promotion without the overhead and headache of dealing with the incoming mail. They were able to free up their valuable resources and increase the speed of data getting into their systems Other benefits include:

  • Freed up office space
  • Reduced Operating Costs
  • Increased visibility
  • Increased data security
  • A more connected operation