THE COMPANY: CAP – Soc. Cooperativa
CAP Autolinee has been providing public passenger transportation services since its foundation on March 15, 1945. With 80 years of experience, the company has built a strong reputation for delivering safe, reliable, and comfortable travel experiences.
Today, CAP Autolinee operates school transport services throughout the Province of Prato, replacement transport services for Trenitalia, and local public transportation through subcontracting agreements with Autolinee Toscane, the regional transport operator.
THE CHALLENGE
The group, widely known for its public transportation services, consists of 27 companies, each managing its own certified email (PEC) communications.
A centralized protocol office is responsible for reviewing incoming PEC messages and routing them to the appropriate company within the group. Managing this process manually required daily monitoring of 27 separate PEC mailboxes, making operations time-consuming and increasing the risk of delays or oversight.
In addition, all companies within the group must comply with regulatory requirements regarding the preservation and long-term storage of certified communications.
THE SOLUTION
By implementing ARXivar Document & Workflow Platform NEXT, CAP Autolinee centralized the management of both incoming and outgoing PEC communications, automatically distributing messages according to the relevant company and business area.
The protocol office now has complete visibility and control over all certified communications from a single environment. Tasks that previously required checking 27 separate webmail accounts can now be managed through one centralized process.
Once processed, PEC messages and related documents are automatically transferred to ARXivar eArchiving, ensuring compliant long-term digital preservation without additional manual activities.
THE BENEFITS
The new solution has significantly improved operational efficiency while strengthening document security and governance.
The protocol office now benefits from complete oversight of certified communications, reducing the risk of missed messages, processing delays, or routing errors. What previously required 27 separate actions can now be completed through a single centralized workflow.
A key advantage of the solution is its seamless integration with ARXivar eArchiving. This automated process ensures that every document is securely preserved with full legal validity, eliminating the burden of manual archiving activities and guaranteeing regulatory compliance across all companies within the group.
