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Digital Mailroom

Digital mailroom

Capita Intelligent Communications is a specialist provider of digital mailroom services. We help private and public sector organisations to deliver operational efficiency and maintain excellent customer service.

We provide a scalable and flexible service for receiving and processing incoming communications. This involves digitising content, intelligently capturing data, analysing it and directing relevant, timely information into your organisation. Our arrangement with the Royal Mail means your post is delivered to us early. It can be on the screen of the person who needs it in your business from 8am.

Paper mail is digitised and processed alongside information received from other digital sources such as web forms and emails.

In this way we provide process control and efficiency from a single platform. By coupling this service with our multichannel outbound capabilities, we can fully automate customer interactions wherever it’s beneficial.

Any captured data and content is returned to your systems in a wide variety of formats. Alternatively, our fully hosted service enables approved users to securely access a content management system where digitised documentation is filed for them to search, view, annotate or action as they need.

Customer correspondence handling
Customer correspondence handling

Customer correspondence handling

In today’s digital world, customers expect an immediate response from organisations. This puts pressure on you to deliver a high level of customer service.

We can help by processing your customer correspondence quickly and effectively, whether it’s an enquiry letter or an application form. This results in lower costs, faster handling times and better customer service for you.

All correspondence is delivered to dedicated PO Boxes. The mail is then security screened before being opened.

We will then prioritise your incoming mail, ensuring that it meets SLAs and your regulatory requirements. Mail and applications will be quickly processed with key data extracted. Validated and digital copies will be sent to you to expedite the handling of this data and downstream processing.

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Payments processing
Payments processing

Payments processing

Processing payments and cheques is time consuming and labour-intensive. Many organisations fail to do so in a timely manner, resulting in them missing out on cash and causing issues with their customers. Using a digital mailroom to automate your payment processing can help you become more efficient.

Our mailroom-based cheque processing solutions have been proven to streamline and automate processing, improve security and save valuable time. This, in turn can help your customer service and resource utilisation.

Our solutions are highly efficient. The manual reconciliation of incoming payments, production of banking reports, paying slips and allocation of funds to particular accounts become an automated process. In turn this enables same-day banking to facilitate digital clearing of cheques. We will also provide you with comprehensive daily banking reports.

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Goneaway / returns

Goneaway / returns

Any organisation that sends out mailings will receive returned mail.

We offer our clients a returns handling service for undelivered mail. This involves identifying why the mail item has not been delivered and who the addressee was. This can be combined with a tracing service offering to find the correct address and allow databases to be updated.

Not only can you have more accurate contact data, but you can lower your costs in contacting your customers by reducing inaccurate letters and follow-up processes. You’ll be confident that you’re sending more accurate mailings in the first place, so will have fewer goneaways.

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Cherished documents
Cherished documents

Cherished documents

When handling correspondence and applications from customers, organisations often need to receive cherished items, including birth certificates, passports, visas and driving licenses.

These items must be handled securely and quickly. Customers expect a timely turnaround and can become quickly dissatisfied if this isn’t achieved.

Our rigorous, secure process ensures that high volumes of cherished documents are processed as efficiently as possible, before being returned to the sender.

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Professional services

Making the move to a digital organisation isn’t always simple, so you’ll need the right people to guide you along the way. Our teams support you from concept development, delivery, stabilisation all the way through to an established account.

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We relish a challenge, so if you have an issue, an idea or roadmap to fulfil, you’ll get a timely and cost-effective solution – delivered in partnership.

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