County Combats Spam with RPA Automation: Xerox Delivers Efficient and Accurate Solution

In today's digital landscape, government agencies face an increasing volume of spam emails, making it difficult to identify and report suspicious activity quickly and efficiently. Xerox recently partnered with a county department to address this challenge by implementing an RPA (Robotic Process Automation) solution that automates email classification and reporting.

Project Goal: The large California county sought to streamline the process of reporting suspicious spam emails by automating the classification process.

Solution: Xerox designed and developed an RPA bot that utilizes two key tools:

• VirusTotal: A free online service that analyzes files and URLs for malicious content.
• MXToolbox: An email server reputation checker that helps identify potential spam sources.

The bot seamlessly integrates with the county's existing Cherwell system, a service management platform. Following email analysis, the bot classifies each email and marks it accordingly within Cherwell, enabling swift reporting and investigation.

Xerox’s collaborative partnership with UiPath allowed the county to utilize its existing bot licenses, while leveraging the Xerox RPA team’s resources and expertise for development and deployment.

The project was completed within 8 weeks, and the automation went live in December 2023. The project stakeholders have been impressed with the bot's efficiency and accuracy in automation, highlighting several key success factors:

• Technical Expertise: The bot is built to handle various scenarios and adapt to evolving email landscapes.
  
• Collaboration and Communication: Constant communication across all teams ensured clear understanding of project goals and potential challenges.
• Requirement Understanding: Meticulous documentation of processes and regular demonstrations kept the project aligned with client expectations.
• System Integration: The Xerox team quickly learned Cherwell's functionalities, ensuring seamless integration with the existing system.
  

Impact: The bot currently processes an impressive average of 3,000 emails daily, significantly reducing manual workload and allowing county personnel to focus on critical tasks. This project demonstrates the power of RPA in government environments, showcasing its ability to improve efficiency, accuracy, and resource allocation in daily operations.

By leveraging RPA expertise and fostering strong client collaboration, Xerox successfully delivered a valuable solution that empowers the county to combat spam more effectively.

To learn more at Robotic Process Automation Solutions at Xerox, contact Matt Molnar, Director, AI and Intelligent Automation Sales at matt.molnar@xerox.com.