Print Outsourcing

• Introduction
• Business Documents
• Marketing
• Payroll, Reward and HR Printing
• Datadone Employee Data Management
• Bank Giro Books
• Prolog Mail
• Housing Documents
  • Business Benefits
  • Implementation Process
  • Production and Distribution

The Implementation Process 

Outsourcing the printing and/or online presentation of tenant rent statements, arrears letter and rent increase letters is very straightforward when you have a proven track record, and our factory has just that. Every day they print thousands of personalised dynamic documents on behalf of organisations around the UK. Should you decide to work with us, we would work through the following six stage process to implement a successful outsourcing project for you.

Stage 1 - Test Data
This is where you send us a sample of the data to be used for your statements or letters. Your IT Department can provide this data, usually as a standard export report from your system. We will provide you with a list of file types we can work with and details of how to set up the secure file transfer protocol (SFTP) for your data to be sent to us.

Stage 2 - Specification
Next you tell us how you want your statements/letters to look, providing an example or a list of things you want  to include and we'll do a draft design. We'll also help you think through the dynamic content you might want, such as messages to tenants or personalised inserts and any alternative formats. 

Stage 3 - Statement of Work
Next  our factory creates a Statement of Work: a simple document confirming what was agreed in the specification stage and how your statements/letters will look. You need to check and approve this document.

Stage 4 - Initial Proof
At this point initial programming work will be done and an initial proof provided to you using your test data. If you need anything changing now is the time to tell us and we'll make the revisions you need.

Stage 5 - Live Data
Once you approve the proof we are ready to set-up a live statement run. Taking another cut of your data (this time the live stuff) we will send you a full pdf proof of your statement run indexed for searching.  Final checks and revisions can then be made.

Stage 6 - Live Signoff
When we go live for the first statement run (or if you make changes on a subsequent run) we produce a live signoff.  We print six statements/letters and send to you as a pdf for your approval. Once we have your written approval we will go to print distributing the statements/letters in the agreed format: print, online or both.

This page provides an overview of the process that we follow to implement and outsource statement/letter printing service. If you would like to discuss our implementation process in detail call 01246 543000 or email us here