Turien & Co. is one of the largest independent insurers in the Netherlands and conducts a wide range of insurance products from multiple insurers.
Their operations produce a significant amount of documents, increasingly digital in nature, with many coming in through e-mail or uploaded via a portal.
WoodWing implemented its standard application Xtendis. With this, four solutions were realized, namely:
- a digital archive (consisting of over 200 million documents);
- automatic processing of incoming mail, e-mails, and uploaded documents;
- a workflow system for the digital processing of the documents;
- digital archiving of outgoing documents.
Thanks to the digital archive, documents are now quickly retrievable.
Currently, over 200 million digital documents have been stored in Xtendis that can be easily accessed through a direct link from Turien's back office system. Employees can quickly access documents from the digital archive by using various search keys. This allows them to retrieve the necessary files within seconds.
Automatic processing of thousands of documents in over 30 document classes
The deployment of Xtendis ensures that incoming mail items, e-mails, and uploaded documents are classified and recognized fully automatically. Links with various back office systems enable additional data to be retrieved from other systems after document recognition. These are added as attributes to the document in question.
Workflow for digital processing of documents
Based on classification and other characteristics, Xtendis automatically assigns mail items to the appropriate processing teams or individuals. Turien employees can access and process the mail items from Xtendis.
In addition to the enormous cost savings realized, using Xtendis in mail processing also ensures transparency. It is now easy to find out where a mail item is and whether or not it has already been processed.
Reports can also be made on processing times, and there is a continuous insight into the number of documents in Xtendis.
Outgoing mail safely preserved for decades in Xtendis
The outgoing document flow (Bulk files via Output Management, MS Office files, E-mails) is also stored in Xtendis. Archiving is done fully automatically.
Before archiving, the files are first converted to a non-manipulable file format. This ensures digital preservation. Additionally, the original file is saved to be reused later if necessary.