Case study: Edeka

Post-digitization automates processes and relieves retail employees

Find out how Thorsten Rumpsmüller, owner of three Edeka branches, can work independently of location by digitizing his incoming mail and was able to reduce administrative costs in the process.

‍

challenge

Thorsten Rumpsmüller's three Edeka branches receive around 100 to 150 letters a month. This includes customer inquiries and letters from suppliers, which have to be answered, as well as invoices, which must be checked and paid. However, Thorsten Rumpsmüller had no direct access to these documents before digitizing his incoming mail; there was no question of processing the letter regardless of location.

requisition

For reasons of resources, it quickly became clear to him that he would outsource the associated tasks to a specialized service provider. The aim was for incoming mail to no longer be received in branches, but to be collected centrally and then made available digitally in a document management system (DMS). This should allow direct access to letters, which can therefore be processed regardless of location.

‍

solution

A business partner drew Thorsten Rumpsmüller's attention to the Berlin-based start-up Caya. Since the company offers document management and mail digitization from a single source as part of an attractive licensing model, Thorsten Rumpsmüller made the decision in favour of Cayas easy.

After the contract was concluded, Caya set up forwarding at Deutsche Post and has since received incoming mail from the three Edeka branches at one of its scan centers. Here, the service provider processes the letters, including automated opening, preparation and scanning. Further steps are also being prepared through text recognition (OCR) and AI-driven extraction of data. Caya then makes the inbox available in his DMS Caya Document Cockpit as indexed PDF files whose content is searchable in full text and can therefore be found more quickly. This also creates the prerequisite for automatically tagging documents, i.e. assigning them to a document type. If, for example, the term “invoice” appears in the document, then it receives the “invoice” indicator. For example, invoices are uploaded directly to the tax advisor's software. He requests original letters from Caya that Thorsten Rumpsmüller needs, such as a letter from his bank with a new credit card, and receives them physically shortly afterwards. The service provider destroys the remaining letters after 90 days in accordance with data protection regulations.

‍

upshot

By digitizing incoming mail and introducing the Caya Document Cockpit, Thorsten Rumpsmüller is able to relieve his branch managers and process letters regardless of location. In doing so, he also benefits from Caya enriching his mail with irrelevant information, so that valuable assets are finally available to him via the Caya Document Cockpit.

‍

‍