Automation of Mail Processing
How to transform document processes and outsource publishing workflows?
Digital modernization and cost reduction in the public sector
“Before this transformation, managing our mail was cumbersome, fragmented, and costly. Today, thanks to ScopSaas™, we benefit from a fully automated workflow, from document generation to mailing and archiving. We have seen a significant reduction in mailing times and costs, while improving our regulatory compliance.”
– Administrative Manager
The customer’s challenge: modernizing a critical and costly process
This administration faced numerous challenges: managing a large volume of patient appointment notifications and acknowledgments of receipt while being able to free itself from manual mail processing operations, which led to work overload for teams, high costs (printing, postage, handling), and an increased risk of errors.
Organizational and financial challenges
The heavy workload for teams was the main obstacle, tying up significant resources on repetitive and time-consuming tasks. This situation limited the ability of agents to focus on strategic missions. High printing, postage, and handling costs significantly impacted the operating budget. These recurring expenses represented an unoptimized budgetary burden in a context of public spending rationalization. The risk of human error inherent in manual processing threatened the quality of public service and could lead to costly administrative disputes.
Compliance and modernization challenges
The lack of reliable shipment tracking made it difficult to comply with regulatory requirements. The multiplicity of sites and practices led to inconsistent procedures that were difficult to harmonize. In this context, the administration needed to streamline its processes and fully commit to digital transformation.
The proposed solution: ScopSaaS and outsourcing of print flows
MPI Tech has implemented a comprehensive mail automation solution based on its HDH*-certified ScopSaaS™ cloud platform and outsourced desktop publishing services. This secure architecture ensures seamless integration with existing business applications without disrupting established practices. The workflow is fully automated: thanks to ScopHybrid™, users generate their mail directly from the business application, eliminating multiple data entries. ScopSubmit™ then takes over to group, index, and mark documents, ensuring accurate tracking of mailing operations.
ScopSign™ secures multi-level electronic validation with real-time tracking and automatic reminders, enhancing the reliability of the process.
Multi-channel distribution offers two options: standardized transfer to the publishing service provider, who handles printing, enveloping, and postage, or secure electronic delivery, which significantly reduces distribution times and costs. Archiving is also automated in the EDM system, with advanced search and secure access based on profiles, ensuring traceability and compliance with regulatory requirements.
Benefits achieved: a measurable transformation of public service
The implementation of this solution has profoundly transformed the way the administration operates. The complete automation of the mailing process has eliminated manual tasks, freeing up staff for higher value-added tasks. Printing, postage, and material costs have been significantly reduced, while service quality has improved thanks to increased reliability and full traceability of mailings.
The solution also offers great flexibility: volumes can be adjusted as needed, and the platform easily adapts to regulatory changes. Finally, security and compliance are enhanced by HDS hosting and rigorous validation monitoring. This modernization also helps reduce the environmental footprint by optimizing flows and reducing transportation and resource consumption.
* Health Data Hosting (HDH): refers to a regulatory framework specific to the French market that governs the storage and processing of personal health data. Set up by the French Digital Health Agency (ANS), this system aims to guarantee the security, confidentiality, and traceability of medical data.
