The solution
With security, precision and time-sensitivity key elements in a partner, they reached out to CFH's Business Development Manager, through Surrey County Council. With a proven history, a recognised government framework supplier and with an existing understanding of their communication requirement, they wanted to continue their partnership and begin the management and sending of their communications directly with CFH Docmail.
Initially, RBKC were looking at adopting a completely managed service solution, whereby their communication management becomes automated for large-scale communication touch points. However, with a 4-week deadline for their end-of-year April mailings, discussions began for an interim solution that allowed them to begin sending communications instantly. This is where hybrid mail differs.
The BDM suggested to RBKC that our Docmail hybrid mail solution with Print Driver was the ideal solution and this was rolled out in just a week.
The process
The implementation of Docmail was straightforward from the outset with CFH on hand to answer any questions and provide support when required. Training sessions were arranged to provide the 8 members of the pensions team a complete step-by-step overview of the process and removed any hesitancy about using the system. The team members were able to ask any questions and see the benefits of the system from the very beginning.
The Docmail Print Driver is compatible with the Altair pension system that RBKC use, allowing the team to create documents within Altair, that can then be printed directly to Docmail via the ‘file, print’ functionality. This allowed their processes to remain the same, so offered ease of use.
Within this process, the team are able to see a print proof before proceeding with dispatch, so that any errors are noticed and a double-check process is in place.
The system allows RBKC a means of managing and sending high quality, accurate member communications in a cost effective, efficient and reliable way that provides impressive time savings to the organisation. Everything is managed online, allowing the team to complete mailings wherever they are based.
Furthermore, the support and guidance from CFH on how to use the system to communicate seamlessly with their members have been critical in their onboarding and use of the system, allowing the relationship between the two organisations to grow from strength to strength, which was done virtually due to COVID-19.
