DMB Rechtsschutz optimizes incoming mail: Intelligent document processing in record time
- Company: DMB Rechtsschutz-Versicherung AG
DMB Rechtsschutz-Versicherung optimizes its incoming mail processes with Buildsimple and d.velop.
DMB Rechtsschutz-Versicherung AG, based in Cologne, manages over 140,000 insurance policies with an annual premium volume of around 38 million euros.
With a team of 63 employees, around 160,000 incoming documents are generated each year - distributed across three input channels. This high number of documents previously required a largely manual processing procedure.
DMB has been using d.velop documents for digital archiving and workflow control. Nevertheless, there were structural challenges in the upstream document receipt process. The aim was therefore to optimize the existing incoming mail process, make it more efficient and use modern technologies such as artificial intelligence with a solution that could be seamlessly integrated into d.velop.
Initial situation
DMB Rechtsschutz had incoming letters digitized by a scanning service provider. This service provider carried out an initial pre-initialization, e.g. by recognizing contract or claim numbers. Once such information was recognized, the documents could be automatically assigned to the appropriate digital mailboxes - such as "contract", "agent" or "claim".
If no number was recognized or if the documents were faxes or emails, they were sent to the internal inbox. There, employees viewed the contents and also manually assigned them to a department. Further processing then took place in the d.velop workflow system.
The following challenges arose:
- Inefficient processes
- Time delay due to incoming post office
- Many legal letters
- Contents are often only visible in the e-mail attachment and
- a high error rate
Objective: Automated detection and extraction
DMB Rechtsschutz planned to have documents automatically recognized and their key data automatically extracted. The aim was to reduce manual processing to unrecognized documents or special cases.
An initial provider was found and the project started in January 2024. However, due to the insolvency of the provider, the implementation ended in September 2024. After a renewed search, DMB Rechtsschutz was introduced to the IDP platform by a d.velop contact in October 2024. IDP platform Buildsimple through a d.velop contact. The new collaboration started in January 2025.
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More InformationSolution: AI-based platform from Buildsimple
Buildsimple is a SaaS platform for intelligent document processing and specializes in automated processes for incoming mail. Using artificial intelligence, the software precisely analyzes incoming documents, classifies content and extracts relevant information - fully automatically and with a high degree of accuracy.
Buildsimple has established itself as a reliable partner, particularly in the insurance sector: Well-known companies such as HUK-COBURG, Württembergische Versicherung and VHV already rely on the solution. Buildsimple has been part of the d.velop partner network since February 2025.
The aim of DMB Rechtsschutz was to split incoming documents by subject and determine whether they were applications or claims documents, for example. On this basis, relevant information such as contract numbers, claim numbers or agent numbers were to be read out.
Buildsimple uses its own foundation model, which already has a trained understanding of language and structure. This means that individual AI models can be trained from around 20 sample documents. Before such foundation models were used, several thousand training documents were required.
Buildsimple does not store productive data permanently. Only anonymized training data is stored in order to continuously develop the AI. Personal information such as addresses, telephone numbers or customer numbers are removed.
Implementation at DMB Rechtsschutz: integration, training and initial results
The following steps were implemented at DMB Rechtsschutz during the course of the project:
- Structure of the document classification with over 70 document classes
- Extraction of contract numbers, agent numbers and claim numbers
One challenge was to find suitable training documents. As there was previously no classification in the system, these had to be identified manually. Around 100 examples were required for each document class. In addition, some documents overlapped, e.g. several contract numbers within one letter.
The initial results showed:
- A classification rate of over 90 % for documents
- A hit rate of over 90 % in the recognition of specialist data
Conclusion: Intelligent processing fully integrated
The Buildsimple solution was fully integrated into DMB Rechtsschutz's existing d.velop system. This resulted in an end-to-end process from document recognition to data extraction and transfer to workflows.
As a SaaS solution, Buildsimple is ready for immediate use with continuous further development. Additional functions such as deletion detection, sentiment analysis and document summaries are also available.
DMB-Rechtsschutz was thus able to implement a system for intelligent intelligent processing of incoming documents with modern AI technology and full integration into the existing d.velop infrastructure.
Key Results
- 90 % accuracy in document classification and data extraction
- Only eight months passed from the start of the project to productive operation.