Case Study
Digital Mailroom: Banking
Details
Industry: Banking/Financial
Faced with manually managing mail for dozens of clients, a bank turned to Recordsforce for help. Our digital mailroom automated the entire process, from mail intake to secure digital delivery, cutting turnaround time from days to hours and boosting operational efficiency.
Analyzing The Problem
A regional bank was manually managing mail for 25–30 of its business clients, receiving an average of 1,400 pieces of mail per month, each containing about three pages. This manual process required significant staff time to open, sort, scan, and forward client mail. The bank needed a secure, efficient, and automated solution that could handle mail distribution without sacrificing accuracy, compliance, or client confidentiality. They also wanted a system that offered full transparency and faster delivery of digital mail to each client.
Creating A Customized Solution
Recordsforce implemented a fully outsourced digital mailroom solution at our SSAE-18 Type II compliant facility.
- Mail Intake & Security:
- We established a dedicated PO box to receive the bank’s client mail.
- Mail was collected daily, transported securely to our facility, and checked into the PACE customer portal for real-time visibility.
- Scanning & Data Capture:
- Envelopes were opened and documents prepared for scanning at 300 dpi resolution.
- Each document was indexed by recipient first name, last name, department, and document type.
- Checks were scanned and shipped directly to the appropriate stakeholder or processed through Recordsforce’s lockbox services, per client preference.
- Automation & Delivery:
- Scanned images were processed through Recordsforce’s data extraction workflow, achieving 98.5% guaranteed accuracy.
- Digital mail was automatically routed to the correct client contact within one business day using the cloud-hosted document management system.
- Clients received automated email notifications for every piece of mail received, ensuring security and accountability.
- Retention & Disposal:
- Physical mail was stored securely for 60 days before certified destruction.
- Digital copies and metadata were retained in the Recordsforce Cloud per the client’s configured retention policies.
Instant Results
- The bank eliminated manual mail handling, freeing internal staff to focus on higher-value client services.
- Mail delivery time decreased significantly, with clients now receiving their documents digitally within one business day of arrival.
- The automated process improved accuracy, compliance, and client satisfaction, while ensuring full audit visibility through the PACE portal.
- The bank now offers digital mail delivery as a value-added service to its clients—turning a labor-intensive internal process into a streamlined, scalable solution.
