How Hybrid Document Distribution Takes the Sting out of Regulations
The benefits of moving to hybrid mail go beyond saving money. Multi-channel document distribution can also improve your organisation’s performance with stronger security, flexibility, visibility and environmental performance.
Outsourcing your hybrid mail to Prime Document means partnering with an ISO27001 and 9001 accredited supplier. You can rely on our standardised and secure data transmission processes to reduce the risks involved in sending sensitive personal information.
Paper post is vulnerable, especially in the financial services sector where personal data and large amounts of money are involved. Moving from a traditional mail delivery system means better security. Traditionally, letters are processed in a large, mixed office with minimal security. Post and personal details are vulnerable to break-ins, unscrupulous employees and data-breaches. A move to hybrid mail means the security of transferring data via SFTP connection and minimal document handling for improved data protection.
You’ll also benefit from an extra compliance check for all communication when you work with Prime Document. Your files are checked for compliance with pre-agreed rules. If inappropriate personal references are included – for instance, a National Insurance number – the file is returned via SFTP to the provider for correction. Once checked and confirmed, communications are distributed according to client preference.
Scalability is easy for pension providers working with Prime Document. Busy periods, such as year-end or expected peaks in demand, are simple to deal with. We’re able to seamlessly process uplifts in demand by scheduling extra shifts. Even when faced with an urgent communication to all investors, you can rest easily, knowing you’ll be able to reach your clients with the minimum of work and on-cost.
Eliminate the pressures of internally managed post by outsourcing to Prime Document. Human error, an overstretched post room and even finite volumes of letterheaded paper are problems that can be resolved with hybrid mail. You reduce your team’s workload to creating files, selecting recipients, and sending via the Prime Document app. We then check, collate, print and send the post on your behalf, allowing your team to manage the rest of their workload more productively.
Profit from a more accountable approach to investor communication with the improved traceability of hybrid mail. Paper post lacks the visibility of modern technology; a traditional system often means post is piled into a trolley and sent in line with the post room’s workload. It is not clear when a letter has been posted or when a letter will be received, so follow-up activity is less accurate.
Hybrid mail gives you an accurate view into your communication tracking. If an email bounces back because of an incorrect or closed email account, we’ll automatically resend a paper version to the investor. Electronic communication also allows for improved analytics. You can strengthen future performance by studying various factors. Are open-rates better on a weekday or at the weekend? Which subject lines result in the fastest open-rates? Get answers to these questions and see better results.
Reduced Environmental Impact
Hybrid mail benefits your organisation’s carbon-reduction targets as much as your balance sheet. Able to transfer up to 80% of your communications to data-based communications means clear environmental benefits: less paper, less ink, fewer emissions.
ISO14001 accredited, we actively minimise our environmental impact and partner with you to help you do the same. Using only the necessary resources, working with Prime Document is a simple way for you to shrink your carbon footprint, appeal to increasing investor preference and benefit your bottom line.
Moving to Hybrid Mail Solution is Easier Than You Think
Call us for an initial consultation and calculations to assess likely cost savings. The next stage is simple: agree letter templates with us and provide high-resolution logos and letterhead and footer information. Our experts help you upload the relevant apps to your hardware and your team will then be ready to go. Full training and ongoing support by the friendly Prime Document team give both new and existing clients full confidence in the service for a seamless transition to outsourcing your investor communication.
Are you ready to join other pensions providers receiving big savings, increased security and a more flexible approach to investor communication? Calculate your potential savings by calling Prime Document on 0161 766 5544 now.