CASE STUDY
A NEW MAILROOM SOLUTION
A client, a leading virtual office service provider, faced challenges in managing their daily influx of physical mail, which required processing and forwarding to their own clients either via Royal Mail or digitally through email. Initially, the company relied on off-the-shelf mailroom processing software, using OCR (Optical Character Recognition) technology to digitise documents, identify recipients, and forward them accordingly. However, this solution proved insufficient.
CHALLENGE

High operational costs

The system’s maximum monthly scan quota incurred steep additional fees when exceeded, making it unsustainable for the high daily volume of mail.

Poor accuracy

The OCR technology achieved an 80% match rate for identifying recipients. However, manual verification to address inaccuracies was often required, thereby increasing the workload.

Frequent failures

Constant mismatches and inaccuracies in recipient identification disrupted operations, necessitating frequent employee intervention, or more severely - the mail being sent to the wrong recipient.

Lack of customisation

The off-the-shelf software could not be tailored to meet the company’s changing requirements, restricting its usefulness.

SOLUTION
DELIVERED WITHIN 3 MONTHS
To address the problems above, we developed a custom in-house mail processing system boasting a superior OCR solution and a modern natural language processing model. The bespoke system was designed to improve accuracy, eliminate operational limitations, and align with the client’s very specific needs.
results

Financial savings

The new system significantly reduced operational costs by eliminating recurring fees for exceeding quotas and streamlining processing efficiency.

Time savings

Automated processing reduced the time spent on manual verification, freeing employees to focus on other specialist tasks.

Increased efficiency

The custom solution improved workflow stability by eliminating interruptions caused by system failures and inaccuracies.

Flexibility

Our fix’s customisable architecture ensures it evolves with the company’s needs, providing long-term adaptability and value.

Better technology

Leveraging Google's advanced natural language processing, the system achieved consistent accuracy rates exceeding 90%, reducing errors and ensuring smooth operation.

Process alignment

By owning the intellectual property, the client could integrate the system seamlessly into their operations, enhancing efficiency.

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