Anonymous Financial Company
How One Mortgage Institution Saved 30 Minutes Per Representative Every Day
Operational leverage began for this lender by minimizing repetitive work from their mailrooms.
A large financial services organization faced operational challenges associated with high-volume mail processing, manual document preparation, and image-quality management. Many organizations have digitized across customer-facing departments, but mailroom workflows often lag behind. From financial institutions to organizations across the U.S., mailroom processing remains one of the last manual, labor-intensive workflows. According to a 2026 U.S. survey of 250 U.S.-based professionals directly responsible for managing business mail, 44% reported that manual processes are still the norm.
The organization faced challenges across multiple locations. The legacy process involved scanning envelopes on MFP flatbeds because dedicated scanners caused jams. Employees manually inserted printed patch codes to separate document batches. Jams, mixed-thickness manual batching, and rescans wasted valuable time, paper, and toner. These challenges compounded across the operation, creating significant bottlenecks. The lender's mailroom had become a major drain on operational efficiency.
Straight Paper Path technology was key to smoothly handling mixed-thickness documents, while automatic envelope separation eliminated manual patch codes.
The organization replaced legacy MFPs with RICOH fi-8930 production scanners designed for high-volume processing. Straight Paper Path technology reduced jams and rescans and handled mixed-thickness documents smoothly. The large batch feeder with Clear Image Capture (CIC) improved image quality.
The organization paired the scanners with PaperStream Capture Pro image capture software. Together, the hardware and software automated labor-heavy tasks including envelope separation, patch code recognition, image quality correction, and metadata extraction. The solution created a faster and more reliable document capture process.
Automating Repetitive Tasks: PaperStream Capture Pro Frees Up 30 Minutes Daily
The organization's new fi Series production scanners removed many manual bottlenecks, while PaperStream Capture Pro automated repetitive tasks.
How PaperStream Capture Pro Saved 30 Minutes Daily:
- Automatic Envelope Separation detected envelopes within mixed batches.
- After Scan Correction identified poor-quality scans and automatically replaced them with enhanced images.
- Advanced Metadata Extraction captured and routed document data automatically.
By reducing manual work and streamlining document processing, the organization reported savings of up to 30 minutes per day per staff member across multiple locations. Optimized workflows improved accuracy while staff handled thousands of documents daily. The result is a document capture process that improves productivity, supports consistent quality, and enables continued growth.
