The Community of Municipalities of the Coastal Region in Montluel dematerializes its mail with Efalia Portal

Faced with the challenges of teleworking and the modernization of its services, 3CM deployed the Efalia Portal solution to completely dematerialize its management of incoming and outgoing mail. This project, carried out in 9 months, made it possible to completely eliminate paper initials and letter bags, while improving traceability and the efficiency of document processing.

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Challenge

3CM was facing several major challenges in its document management, amplified by the development of remote working and the adoption of flex office:

• Need to make letters accessible to agents who have been teleworking since 2017

• Elimination of initials and envelopes imposed by the flex office strategy

• Need for traceability of incoming and outgoing mail to optimize processing times

• Willingness to have information available everywhere, including on remote sites (technical center, treatment plant)

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Solution

Efalia Portal was deployed as a complete electronic mail management solution, accessible in SaaS mode to meet mobility and teleworking needs.

Efalia Portal

• Automatic scanning of incoming mail

• Workflow for processing and allocating letters

• Interface with the existing electronic initiator (SRCI xBus)

• Integration with Microsoft 365 for email management

• Automatic generation of outgoing letters with graphic chart

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Results

Complete transformation of the documentary process

The solution allowed a total dematerialization of mail management, permanently eliminating internal paper media. Agents now have immediate access to documents from any workplace, with complete traceability of each letter. The generation of outgoing letters is considerably accelerated thanks to pre-configured models and the integration of the graphic charter.

• Full traceability: Real-time tracking of all mail with visual delay indicators

• Significant time savings: Reduced the time to create a response letter to 4 minutes

• Deleting hard copies: Total elimination of multiple prints and physical initials

• Improvement of deadlines: Shortening of validation and processing circuits

• Increased accessibility: Mail availability at all remote sites in real time

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Key figures

• Implementation deadline: 9 months from reflection to production

• Training: 3 administrators trained + training by type of user

• Immediate removal: Total cessation of paper initials as soon as production starts

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Return on investment

• Operational savings : Elimination of printing and paper costs (4 cents per color copy)

• Productivity gains : Significant acceleration of the writing and processing of letters

• Service improvement: Respect for user response times and better responsiveness

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