Demand for Urgent Local Authority Communications - COVID19

Our client of many years is a local authority and recently needed to send a communication urgently to all local businesses to provide them with critical information concerning changes to Business Rates rules as announced by Central Government.

The Challenge

Information has to be sent out urgently to large numbers of recipients. Where this cannot be done online or by email, this has to be delivered by post. However, with the current restrictions on movement and social distancing, most of the council staff are now working remotely without access to printers or normal in house distribution services. Ensuring that the information is accurate, correct and meets the clients’ communication style is usually easily achieved using MS Word. Using the Word merging feature also ensures that the client has control of how the data fields are used – vital under GDPR requirements. However, adding any automation barcodes or auditing features requires specialist knowledge, and using MS Word to merge large number of records to produce a file ready for print and fulfilment (either as a doc(x) or PDF format) normally fails or becomes too large to handle. Converting the letter and data to external provider’s proprietary software introduces potential delays, extra proofing and compliance requirements.

Having tried unsuccessfully to merge the data with the letter, our client turned to us for help.

The Solution

Virtual Mail Room had developed a solution which uses native MS Word and its merge function to run at high speed and for any number of records – from a single page letter to a complex multipage document. The automated process adds the required mailing barcodes and runs under the full ISO9001 process ensuring there is full integrity and an audit trail – identical to numerous transactional applications already being offered to the client. Proofing, auditing, reporting, matching, and returns capture comes as standard with these one–off or ad-hoc requirements. Advanced features using the Word process include selective inserts, using different paper stocks, and emailing the letter to selected recipients.

All the client needs to do is upload their letter and data to us via our secure client portal and our automated processes ensure the turn-around from receipt to despatch is immediate. When uploading they can select postage class to send, simplex or duplex print, and mono or colour output. Where letter and data are received early enough, same day dispatch is possible.

The Benefits of a VMR Solution

In these extremely challenging times, and whatever business sector you’re in, VMR’s solution will reduce the strain on your already stretched teams, provide you with a full end to end audit trail and ensure your customers receive your communications as you intended them to be. This solution is suitable for any range of communications to large or small numbers of recipients, and with our US production centres we can also reach North American recipients quickly and cost effectively.

Get in touch

Email Tina Moloney - tmoloney@vmailroom.co.uk 

Email Mickel Bak - mbak@vmailroom.co.uk 

Or call us on +44 (0)20 8898 6565

Read other Virtual Mailroom Case studies:

Hybrid Mail Makes Homeworkers More Effective

Hybrid Mail for Offshore Teams Improves Efficiency

Better Debt Recovery Rates for Councils

Improved Customer Communications

Local Authority Saves Money and Improves Business Processes