Exela cut the company’s costs, improved productivity, and reduced the level of risk

CHALLENGE

A professional services firm was sorting mail and delivering it to employees at multiple offices. It was a time-consuming (and expensive) way to work. What’s more, the company needed a way to track mail volume and contents, share mail among work groups or other users, and monitor and control unopened aging mail.

Most of the employees worked remotely, so the company wanted a system that they could access from anywhere, with shared mailboxes for specialized work groups. The entire workforce would need training in the system. And it required a server and support based in the U.S. to comply with Internal Revenue Service rules.

SOLUTION

Exela deployed its user-friendly Digital Mailroom (DMR) in Irving, Texas. DMR’s web portal let the client see and track mail content immediately. It also digitized the mail and empowered the client to send the digital files to work groups and route it to other users easily.

We also set up alerts and reporting for unopened aging mail – including its destruction, if necessary – based on the client’s policies.

To minimize security risks and ongoing user maintenance, we installed the authentication tools Single Sign-On (SSO), which lets users access multiple applications through just one set of login credentials, and Lightweight Directory Access Protocol (LDAP), a protocol for accessing and maintaining directory services.

BENEFITS

• 80,000 users onboarded within 60 days
• Real estate cost reduced by moving mailroom operations to Digital Mailroom
• Labor cost reduced due to less employee time spent processing mail
• Risk reduced thanks to greater control of physical and digital mail
• Time saved by distributing mail digitally