Case Study
Digital Mailroom for Disaster Recovery for Law Firm
Learn how digital mailroom transformed slow manual processes for a Los Angeles-based law firm and quickly resolved a backlog of mail.
Challenge
In the wake of stay-at-home orders meant to slow the spread of COVID-19, a Los Angeles-based law firm, with two additional offices across the United States, faced challenges in fully transitioning to remote work.
Despite their efforts, the firm still needed to periodically send employees to the office to retrieve critical business mail, which resulted in inefficiencies and unnecessary exposure to risks. The backlog of mail at the offices was growing, and an urgent solution was required that could uphold the stringent security standards for handling legal documents. The firm sought a partner who could swiftly implement a secure mail system with chain of custody tracking and robust information security, all within a matter of days.
solution
XBP Europe offers Digital Mailroom for disaster recovery solution
To address the challenges posed by the COVID-19 pandemic, XBP Europe created a Rapid Response Digital Mailroom for disaster recovery solution that can be implemented within 10 days. The Rapid Response Team collaborated closely with the customer to present a proposal within 48 hours, and a comprehensive statement of work was finalised to meet the Business Requirements Document, desired scope of work (SOW), and rapid deployment requirements.
XBP Europe offered to address the backlog of mail and handle 100% of future mail volumes, as well as pick up and transfer physical mail from the customer’s location to prevent disruptions to their business. A PO box was established for the customer, and a process was put in place to route all mail to one of XBP Europe’s nearby mail processing centres. This ensured that the firm did not have to physically retrieve any incoming mail once the Digital Mailroom process was implemented. Within 10 days of signing the SOW, XBP Europe was receiving, processing, and distributing the customer’s mail.
Furthermore, XBP Europe’s distributed network of processing facilities and cloud-hosted data management capabilities provide layered disaster recovery protections, ensuring that Digital Mailroom customers are always protected by business continuity planning and processing redundancies. XBP Europe’s global operational footprint and flexible, location-agnostic software platforms provide enhanced processing capabilities for Digital Mailroom customers.
Benefits
Benefits with XBP Europe’s Digital Mailroom for disaster recovery
XBP Europe’s Digital Mailroom (DMR) and web-based DMR Portal offered a convenient solution for delivering physical mail to remote employees via electronic means.
- Rapidly deployable, within 10 days
- Strengthen information security measures
- Eliminate remailing to reduce costs
- Ability to scale operations quickly
- Cloud-hosted platform with anytime, anywhere access to mail
- User-friendly interface with minimal training required
- Business continuity planning and multiregional disaster recovery protections
- Capability to integrate with XBP Europe or third-party workflow solutions
- Enable searchability and easy sharing of paper mail.
