End-to-end Mailroom Digitization-The Perfect EXL Solution - Overview
EXL Digital Mailroom has been designed to address client-specific mail management challenges, set mailroom ops in a way to enable straight through processing downstream and guarantee outcomes for clients. The solution leverages power of high tech mailroom tech, coupled with AI-powered intelligent content extraction solution and workflow embedded with advanced analytics models for classification, triaging and decision making (e.g. NIGO management) to drive efficiency across mailroom management.
Why does your business need end-to-end mailroom digitization?
- Lack of real time and adequate reporting, leading to reactive capacity and performance management, delayed decision making
- Limited capability to manage unstructured and handwritten documents constituting a majority of the paper-mail volume
- Limited scope and low accuracy levels offered by existing OCR and extraction solutions
- Highly manual indexing process, with multiple handoffs
- Regulatory reasons, legacy customer preferences, contractual reasons make sorting, cataloguing and digitizing key documents like insurance policies and customer requests difficult
- No/limited real time tracking of mails during transit
- Low digital intake, generally less than 10% online intake completion rate
- Low fax quality makes intelligent extraction difficult
- Lengthy prepping time due to manual mail sorting (PO based) and document segregation
- Limited domain expertise at prep and sorting, causing downstream workflow impact
‘Digital First’ Design – Key Solution Features
From sealed envelope to usable data in a flash-One-Step Digital Mailroom
GPS enabled vehicles to track movement of mails real-time – better visibility and planning
High speed scanners enabling ‘Continuous scanning’ approach compared to traditional ‘batch scan’ approach – reducing prep and sort time
Configured to process payments and scan documents directly from the envelope
Suitable for business process outsourcers (BPOs) and payment processing centers, digital email centers, accounts payable/receivable and shared services departments, wholesale lockboxes, and mail orders
The EXL Edge - Key Differentiators
- Optimizes total cost of ownership for client
- Significant ongoing Efficiency Enhancements
- Improved customer outcomes, beyond focus on Mailroom SLAs
- Enhanced reporting and insights to drive CX improvement strategy & Initiatives-Paper-off servicing, downstream capacity management
- Reimagined E2E Operating Model aligned with client’s overall digital strategy
- Limited change management-No change to PO boxes
- Higher data availability for insights, for instance, inputs on form changes for paperless adoption
- E2E Real-time reporting due to integrated workflow, extraction and downstream systems
- Improved extraction scope, scaled focus on all extraction types
Proven Business and Customer Outcomes
40-50%
Increase in scanning throughput per hour over batch scanning
30-40%
Annual run-rate savings (for E2E transaction
processing)
100%
Accurate and clean data
for downstream
processing
50%-60%
Reduction in turnaround time
15-20%
Reduction in cost of indexing