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Challenge
The Co-operative Group wanted to transform the incoming and outgoing mail and document management. To realise their ambitions they turned to Swiss Post Solutions to deliver a digital mailroom solution. The goals of the program were to:
- Improve access to and sharing of information.
- Reduce on-site and off-site hard copy storage.
- Introduce formal and sensible retention policies.
- Manage paper more effectively.
- Better manage document production.
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Solution
The clear reason for progressing with SPS was around its acknowledgment of the strategic opportunity that presented itself. This was about actually changing people’s behaviour not only about document management.
As a result, central to the contract is the digitising of all incoming mail and progressively digitising large stores of archived paper files. The solution includes the use of an off-site mailroom, archiving, scanning and capture services.
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Benefits
- After 18 months the partnership delivered the document lifecycle program's objectives.
- An approx. 54% reduction in onsite storage.
- The removal of 2,200 cabinets has led to a safer and improved working environment.
- The digital mail service enabled 1.2 worker per desk ratio in new HQ and digital delivery to over 3,500 staff.
- Document digitisation feeds automated workflows, speeding execution and reducing cost.
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