customer
The city of Lüneburg processes a large number of incoming documents by traditional mail every day. The aim was to digitize incoming mail more efficiently and assign documents more quickly, securely and clearly to the right departments.
The challenge
Public authorities face special challenges when it comes to digitizing administrative processes:
- High number of physical incoming documents
- Strict data protection and verification requirements
- Different document formats and statuses
- Time-consuming manual work steps in the inbox
In the existing process, documents were first stamped, manually pre-sorted and then prepared for scanning with labels or separator sheets. These steps were error-prone, time-consuming and made a consistent digital workflow difficult.
The aim was to make incoming mail scannable in as few steps as possible and to automate the subsequent digital assignment.
The solution
The city of Lüneburg decided to use the mobile inkjet marking device jetStamp® 1025 from REINER.
Since then, two pieces of information have been printed directly onto the document in a single step at the central mailroom:
- the classic entry stamp
- an individual barcode for subsequent digital assignment
The barcode is selected in advance on the device and identifies the responsible department. As the incoming documents are very different, the jetStamp® 1025 can be flexibly positioned anywhere. Printing takes place at the touch of a button - without labels, separator sheets or additional aids.
For similar documents there are also Automatic release stations are used. These ensure reproducible positioning of the print and provide ergonomic relief for employees.
After labeling, the document is scanned. The downstream software reads the barcode and automatically assigns the document to the correct department.
result
The use of the jetStamp® 1025 has significantly simplified the incoming mail process:
- Merging several work steps into one printing process
- Reduction of manual sorting and preparation work
- Automatic digital assignment of documents
- Fewer errors in the scanning and filing process
- No more labels or dividers required
The entire workflow - from opening the envelope to digital filing - is now leaner, faster and more reliable.
Conclusion
With the jetStamp® 1025, the city of Lüneburg has opted for a mobile all-in-one solution for document marking in incoming mail. The straightforward adaptation of the existing process makes a significant contribution to successful digitization, reduces the workload and increases process reliability.
Direct printing of the receipt stamp and barcode enables efficient, paperless further processing - right where it begins: directly when the document is received.
Solution used:
Mobile inkjet coding printer jetStamp® 1025 with release station
Area of application:
Incoming mail, scanning & digital document processing in public authorities
