SWICA digitizes the mailroom – with AI, partnership, and foresight 

How one of Switzerland’s leading health insurers, together with the AI-based platform from Parashift and the support of Inacta, Tessi, and other contributors, leaves manual paper-based processing behind – and now works more efficiently, faster, and more securely. 

Every transformation starts with an honest assessment. In the summer of 2024, it became clear: The paper-based mailroom processing at SWICA – one of Switzerland’s leading health and accident insurers – was no longer up to date. Too labor-intensive, too error-prone, too little scalability. The challenge: processing millions of incoming documents each year efficiently and securely – in an environment with high demands on data protection and quality. 

The answer: An intelligent mailroom system that combines efficiency, quality, and compliance. 

Together with Parashift, Inacta, Tessi and other specialized partners, SWICA has automated its entire inbound mail process – from digitization and classification to data extraction and system integration.

 How the solution works in detail

1. Centralized digitization 
   Tessi digitizes all incoming mail daily – with high quality and speed. 

2. Automated classification 
   Over 100 document types are reliably recognized using AI-based technology – with classification accuracy of up to 93% in live operation. Manual sorting effort is significantly reduced. 

3. Intelligent data extraction 
   Relevant data – such as customer numbers or insurance details – is automatically extracted. The machine learning models are continuously trained to further improve extraction quality. 

4. Validation and master data matching 
   An external mailbox solution automatically matches the extracted information with master data. This reduces errors and media disruptions and integrates seamlessly into SWICA’s system landscape. 

5. Partial straight-through processing 
   Thanks to the combination of classification, extraction, and validation, a large portion of documents can be processed fully automatically. Manual intervention is only needed in exceptional cases. 

6. Integration into core systems 
   The validated data is transferred directly into existing backend systems – including Syrius. Robust interfaces ensure smooth further processing and high process continuity. 

The result: faster, more precise, future-ready 

• Processing times drastically reduced 
  Documents now reach internal departments in a fraction of the time. 

• Over 90% fewer errors 
  Automated classification and data capture minimize rework and improve data quality. 

• Better use of resources 
  Operational staff can focus on value-creating tasks – repetitive activities run automatically. 

• High scalability 
  Even with growing document volumes, processing effort remains stable – a clear advantage for the future. 

Security and compliance – going beyond the standard 

Security, data protection, and regulatory compliance are key requirements for modern mailroom processes – especially in healthcare. The solution used not only meets all applicable requirements in Switzerland, but also aligns with internationally recognized best practices and standards. 

These include, among others: 

• ISO/IEC 27001 for professional information security management 

• SOC 2 Type II to ensure availability, integrity, and confidentiality 

• GDPR compliance in all areas of data processing 

• C5 attestation (according to German BSI standard) as an additional quality mark 

• Swiss Federal Act on Data Protection (revFADP) – full compliance with national regulations 

These standards create the highest level of trust and transparency – internally and externally. For SWICA, this means: verified security at all levels, clear traceability, and a solid foundation for audit-proof digital processes. The partnership with all involved companies thus focuses not only on efficiency, but also on sustainable, legally compliant digitization.

Outlook  

SWICA plans to continuously expand its collaboration with the involved partners. Specifically planned are: 

• the extension of straight-through processing to additional document types 

• improved validation procedures for even more precise data verification 

• integration of additional processes and systems to realize further synergies 

With this, SWICA continues to strengthen its pioneering role – with a digitized, secure, and intelligent solution that can flexibly adapt to new requirements.

Conclusion 

This project marks an important milestone in SWICA’s digital transformation. It demonstrates how the combination of technological progress, clear project focus, and committed collaboration can generate real impact: faster processes, better data quality, lower workload, and a resilient infrastructure for the future. 

The jointly developed solution is already considered a benchmark for comparable organizations – and proves that intelligent automation and the highest security standards can go hand in hand. 

Would you like to future-proof and intelligently optimize your mailroom processes as well?  
 
👉 Reach out to us at sales@parashift.io – and let’s explore your mailroom transformation.