Please select a case study for more information.
Kevin Dunn, business development director at PHD Mail, says this retrieval system means he can offer clients a bespoke service, says Philip Chadwick. We print and mail 50m images a year and we also have other services, such as web hosting, scanning and archive retrieval. We don't outsource anything and our market is transactional only. We are based in Burton-on-Trent with two sites..
It is a bespoke image and data-based retrieval system. We've had it for two years.
We were looking to expand our service and this enabled us to set up a web hosting side to the business. This product has enabled us to create a bespoke system for every client we take on. E-billing is something that is on everyone's lips at the moment and our customers want to move some of their clients into that area. Our clients are credit control departments and in the past have used different companies for e-billing, scanning, printing and mailing - it was a very detached approach. Now they are looking for more of a one-stop shop and this software has got us into more businesses.
We did look at off-the-shelf systems and there were three others that we considered. But some were very, very expensive and there was no way we could afford them. The Aurora system we bought from Haigh Consultancy Services (HCS) was not the cheapest, but I was more confident that we could work with them.
The system effectively future proofs our business. Also, HCS is able to update the software within days. They test an application and make it ready to use quickly.
It is lightening fast. Documents come back in three or four seconds and these can be in any file format, such as PDF, TIFF or GIF.
It's been very reliable and we've had no problems.
It's very easy to use. When we put the new system into a new client we allow for half a day's training. But what usually happens is that within the hour they can operate it. HCS supplies an ‘easy' guide for areas such as document retrieval.
Yes, definitely. We achieved return on investment in six months.
There were teething problems at the start, but this was not because of the software. We have two sites and we needed to replicate all our data across them. It was also a big job copying our images from the old system to Aurora. We had a total of 500m images, which took some time. But HCS were on site to help and made sure everything went well and the transition was smooth.
HCS have been very, very helpful. They work alongside our IT department and understand our business.
Anyone that produces bills of any kind. It's good for the transactional market that we're in, but it might also be good for some companies in the direct mail sector.
We don't need another one because we can upgrade and get new clients on board through this one package. We have 12 clients using it so far.
Value for money 5/5
There aren't any bad points. I can't put my finger on any one part of the system I dislike.
With around 247 different letter templates, over 40 letterheads and producing ~6 million letters a year, this was one of the largest single unit take on that Unity had undertaken. The key to the project was to reduce spending on both postage and print. The client fulfilled all of this in house, which was causing issues due to growing volumes. Frequently having to invoke external contracts with to fulfil their requirement by the FSA to deliver their mail on time, the client required a solution that could process their data, print and mail their documents currently, and in the long term. At the start of 2012, the company modified their internal print applications to include Unity white text controls and to ensure that the letters were compliant with Royal Mail guidelines. In April, the client went live and has been running successfully with no issues.
2 main sets of print data arrives is sent, encrypted via SFTP, to the Unity servers in postscript format.
The Unity backend process decrypts the data and then based on the white text controls, splits the print files into individual letters and ingests them into Aurora along with all information relating to associated letterheads, return addresses and inserts.
This pre-process also identifies letters which do not conform to Royal Mail guidelines, and statistics can be fed back to the client regarding address issues.
Each day at 00.01 a report runs gathering information relating to the status of the documents held in the system. This allows the business to record this against records in their own system for FSA compliance.
At set times during the day, the Unity print application extracts letters from Aurora and creates mailsorted print files.
Files are received onto the full colour True Press digital printer and then printed on a reel based white paper solution. This means that the paper that we print on is housed on a reel, and that there is no pre-printing of stock.
The printer, checked and calibrated each day, has a capacity of 49,920 sides / hour and is housed in a highly secure environment.
Once printed, the reel is moved to the enclosing line. The SITMA SM15 enclosing machines are capable of enclosing 15,000 letters / hour and apply a variable (via inkjet) return address to each of the letters.
4 cameras read barcodes in the address block of each letter. These ensure that each letter is 'complete', has the correct inserts and return address.
Royal Mail provide the First Class mail service, while CitiPost provide downstream access to Royal Mails postal service giving a higher discount than standard RM tariffs.
All letters are stored in the Aurora archive and retrieval system for 90 days.
The client's administrators log into the Aurora GUI to check the progress of documents through the print process, and also to cancel any documents that should not be dispatched.
Inbound data files are held for 7 days, after which they are deleted from the system.
All returned mail in this project is sent back to the client to allow them to process internally.
The system is ISO27001 compliant.
The audit control of physical mailing is driven by a 2d barcode which is printed on to the document and which is read at subsequent intervals on the enclosing machine. This gives an audit trail of the document through the print production.
Throughout the take on process, close contact was maintained between Unity and the client.
Aside from initial meetings on site, the majority of contact was through scheduled conference calls.
A single Unity representative would collate together all information and communicate this to the Unity development team.
Contract negotiations were undertaken by the Unity finance department and senior management to ensure that an agreement was in place that was both fair and equitable to all parties.
Following go live, monthly conference calls were scheduled, along with weekly and ad-hoc calls as and when needed.
After the go-live, the calls became more focused on ongoing savings to ensure that the client continued to benefit from advances and assistance that Unity could give.
The project and development team worked closely with the client's development team via the respective project managers.
The onus was on the client to detail their current processes and the makeup of their daily mailings. This information was passed back to Unity in the form of a specification, allowing advice to be given on the changes required to the then current documents.
By ensuring that all information was collated accurately, and appropriate project timelines agreed upon, the project was delivered on time.
It was the responsibility of the Unity team and the THMG team to ensure that standards on both sides were maintained.
At a high level, Unity ensured compliance with ISO qualifications and with all Royal Mail guidelines.
In addition, all parties have to be mindful of FSA regulations relating to the timely delivery of mail. In the event of a delay, Unity follow the process through on the data and print production system and then pass over to the mail provider for last mile analysis.
Since the project went live, the client has enjoyed a solution that has removed their dependence on an in-house post room allowing them to focus on their core business.
In the last SLA meeting, Unity scored 8/10 with regards to the accurate and effective print and mailing of their documents.
Haigh Consultancy Services Ltd., The Cresent, King Street, Leicester, LE1 6RX
+44 (0) 116 255 5524
+44 (0) 116 254 1978
WEBSITE TERMS AND CONDITIONS for www.haigh-cs.co.uk
WEB SITE ACCESS
1.1 It is not necessary to register with us in order to use this Website.
USE OF WEBSITE
1.3 You may print and download material from this Website provided that you do not modify or reproduce any content without our prior written consent.
1.4 All reasonable measures are taken by us to ensure that this Website is operational al day, every day. However, occasionally technical issues may result in some downtime and accordingly we will not be liable if this website is unavailable at any time.
VISITOR PROVIDED MATERIAL
1.6 When using this website you shall not post or send to or from this Website any material:(a) for which you have not obtained all necessary consents;
(a) for which you have not obtained all necessary consents;
(b) that is discriminatory, obscene, pornographic, defamatory, liable to incite racial hatred, in breach of confidentiality or privacy, which may cause annoyance or inconvenience to others, which encourages or constitutes conduct that would be deemed a criminal offence, give rise to a civil liability, or otherwise is contrary to the law in the United Kingdom;
(c) which is harmful in nature including, and without limitation, computer viruses, Trojan horses, corrupted data, or other potentially harmful software or data.
LINKS TO AND FROM OTHER WEBSITES
1.7 Throughout this Website you may find links to third party websites. The provision of a link to such a website does not mean that we endorse that website. If you visit any website via a link on this Website you do so at your own risk.
1.8 Any party wishing to link to this website is entitled to do so provided that the conditions below are observed:
(a) you do not seek to imply that we are endorsing the services or products of another party unless this has been agreed with us in writing;
(b) you do not misrepresent your relationship with this website; and
(c) the website from which you link to this Website does not contain offensive or otherwise controversial content or, content that infringes any intellectual property rights or other rights of a third party.
1.9 By linking to this Website in breach of clause 5.2 you shall indemnify us for any loss or damage suffered to this Website as a result of such linking.
1.10 Whilst we do take all reasonable steps to make sure that the information on this website is up to date and accurate at all times we do not guarantee that all material is accurate and ,or up to date.
1.11 All material contained on this Website is provided without any or warranty of any kind. You use the material on this Website at your own discretion.
EXCLUSION OF LIABILITY
1.12 We do not accept liability for any loss or damage that you suffer as a result of using this Website.
LAW AND JURISDICTION
Haigh Consultancy Ltd is a company registered in England and Wales with company number 3509045. Registered Office: The Crescent, King Street, Leicester LE1 6RX.
This policy describes the information that we process to support the storage and delivery of documents within the Aurora Archive and Retrieval system, The Data Workflow Manager System and other products or services provided by Haigh Consultancy Services Ltd. (HCS).
Privacy, Cookie Law and Security
For the purposes of the General Data Protection Regulation (the “Act”), both the data controller is and the data processor is Haigh Consultancy Services Ltd, The Crescent, King Street, Leicester, LE1 6RX
A “Controller” determines the purposes and means of processing personal data.
A “Processor” is responsible for processing personal data on behalf of a controller.
We may monitor visitors on our websites and mobile apps and may use this data to improve our website performance and your experience with personalised content, promotions and campaigns, both on the website and through triggered email, SMS and direct mail (but only where you have agreed to these channels).
We may collect information about your IP address which may be used to detect the organisation or ISP connecting to the site and an approximate geographic location. This is done to help us identify unauthorised attempts at accessing the system.
If you are a customer or known contact you may be identified as having visited the site by virtue of either clicking through on emails, logging in or registering to use the website.
What Information do we collect?
We collect directly:
Indirectly we may record:
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
The list below explains the cookies we use and why.
COOKIE 1: Has_js
COOKIE 2: HCS_COOKIE_POLICY
COOKIE 3: Drupal.toolbar.collapsed
DESCRIPTION: This cookie configures whether the toolbar is visible or not when using the administrative site.
COOKIE 4: Sess*
DESCRIPTION: This is a session cookie which is used to maintain the user session while logged into the administrative site.
How we collect information
We collect information in two ways.
Directly from you:
Indirectly from you:
What is our legal basis for processing data?
To allow you to access our systems and enjoy a personalised experience when using them.
To provide you with data found in archived documents within the system. The data controller has agreed that one or more of the following statements applies:
How do we use this information?
We use this information to allow us to carry out tasks as defined, and on behalf of our clients. These include, but are not limited to, the creation of invoices, statements, insurance documentation, agreements and general letters.
We also use this information to allow us to correctly identify you when accessing our system to ensure a secure, personalised visit that allows access to information that you are authorised to view.
How do we share information?
We will not share your personal details such as name, address, email, telephone etc, or information about your business, with any organisation other than our own, Data Controller, parties authorised by the Data Controller or if ordered to do so by a recognised legal authority.
Do you transfer data outside of the EEU?
HCS may transfer data to it’s sister company, UkrData located in Ukraine. There are strict rules governing the processing of data which are detailed in a Data Protection Policy specifically written to cover the relationship.
Data will only be transferred where there is a clear need to do so and in accordance with Clauses 1 (specifically points a, b & c) of Article 49 of GDPR 2016 which states:
a.the data subject has explicitly consented to the proposed transfer, after having been informed of the possible risks of such transfers for the data subject due to the absence of an adequacy decision and appropriate safeguards;
b. the transfer is necessary for the performance of a contract between the data subject and the controller or the implementation of pre-contractual measures taken at the data subject's request;
c. the transfer is necessary for the conclusion or performance of a contract concluded in the interest of the data subject between the controller and another natural or legal person;
We will take every precaution to protect your personal information.
You must not share your password for any services or portal access. Your passwords and the answers to any secret questions are your responsibility and must not be disclosed to any third party. This is also important for your own protection. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.
Our website may contain links to other websites, you should be aware that we are not responsible for the privacy practices on other sites.
HCS use tools to monitor website performance.
We may also collect information about your IP address which may be used to detect the organisation or ISP connecting to the site.
If you are a known contact or customer of HCS you may be identified as having visited the site by virtue of logging in or registering to use the service.
How will we notify you of changes to this policy?
We will notify you before any changes of this policy come into effect. If you are a registered user of one of the HCS systems, this will be via email to the registered email within the system.
Data retention, account deactivation and deletion
We store data until it is no longer required to provide services to the Data Controller. This is by a client-by-client determination and will fall in line with their agreed retention period. For example, the Data Controller may have a legal requirement for us to store documents for 10 years and for them to be available for you to view for the entirety of that period. Other Data Controllers may only require us to store the data for a number of months before deleting it.
Whilst we will always undertake our obligations to delete accounts, if asked to do so, it is our recommendation that you discuss this with the Data Controller before a formal request is made. You are under no obligations to do so, however there may be consequences that HCS are unaware of and cannot therefore advise you of.
Data supplied to us via our web forms (on our website) will be stored for 2 years. You have the right for this data to be deleted
Access data stored in system logs, such as IP addresses, will be stored for 180 days for security purposes.
How can you exercise your rights under GDPR?
You have the right to see what personal data we hold about you. To obtain a copy of the personal information we hold about you, please write to us at Data Protection Office, Haigh Consultancy Services Ltd, The Crescent, King Street, Leicester, LE1 6RX or firstname.lastname@example.org
You also have the right to inform us if any of it is inaccurate so that we can correct it, or to delete your data.
We will inform you if, by deleting your data, services that we provide to you or to the Data Controller can no longer be performed.