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Routing Optimisation

Direct Mail Data & IT Systems

Our progressive nature ensures that as Direct Mail Data & IT systems evolve, our clients will always have the most effective technology working for them. Many of our brightest innovations start with the development of systems to control address data and how it can be manipulated to enhance the mailing process.

In order to protect the interests of all of our clients, we have taken the initiative to create spare Direct Mail Data & IT systems capacity over and above our normal operational requirements.

This allows us to handle multiple client jobs simultaneously as well as holding over spare capacity that can absorb fluctuations in client requirements even during peak periods.

Our clients can rest assured that all their mailing projects will be successfully completed even in the unlikely event of short or long term business interruptions as all our Direct Mail Data & IT systems have multiple back-ups both on site for server failures and secure offsite locations for disaster recovery.

Direct Mail Customer Data

We take the confidentiality of our client data very seriously, so all direct mail data handling is carried out under the terms of The Data Protection Act. Client data is always kept secure and is never divulged to third parties without pre-authorised consent from you.

We have built a reputation as a company who can be relied upon. It’s through this ethic that we have obtained many reputed clients over the past five years.

“These companies deal with us for a reason”

Computers & Servers

We currently have in excess of 40 PCs throughout the company.

Two internal PCs are set aside solely as backup machines and are fully loaded with all operational software for immediate deployment to any department.

A third PC is also maintained off-site to facilitate immediate recovery in the event of total loss. PCs are maintained as slave machines and hold no client data other than that being processed at the time.

In order to facilitate a secure domain we operate the company with a server array. Each individual server has dual mirrored hot-swappable disks to allow immediate cover for disk failure.

Servers are arranged departmentally to minimise impact of a total server failure and the associated data held on each server is backed up to a fourth server for immediate retrieval.

A fifth server is also set aside to replace in the event of a total server failure which is able to use the original disks from the failed device if required.

"Trust us, we've got it covered!"

Operational Software

All company software is held on a server and is therefore automatically backed up within the server array. Disk copies (originals) of the software are held off-site to protect against the total loss scenario.

We have the full range of operational software tools that a mailing house would require, as well as a wide range of bespoke software we have designed internally to improve the speed and range of mailing solutions we are able offer to our clients:

PAF Postcode Address File
NCOA National Change of Address file
MPS Mailing Preference Service
The Bereavement Register
The Deceased File
Mortascreen
Royal Mail Mailsort
Royal Mail Advertising Mail
OCR and CBC
International Destination Sorting
Downstream Access Providers
Bespoke Routing & Postage Optimisation

"We are a partner you can rely on"

Client Data

Security & Confidentiality

Operational company data is backed up within the server system and also to an off-site facility. Operational data is also backed up with the server system.

Operational data is backed up to our off-site location only within the bounds of agreements held with each individual client.

Technical controls are limited to external attacks i.e. network penetration via a third party. For this reason our network is monitored by enterprise level identification and virus scanning software.

This software prevents upload of malicious software via all network PCs and servers and sits behind a firewall for internet based activity monitoring. The software also implements virus suppression or destruction with full warning facilities.

It’s widely recognised that internal accidental loss is most likely to occur during processing. We mitigate this by replication of data throughout the processing life of each file.

Data is first copied to a processing station ensuring a separate original copy is maintained. As a data process is committed, the file is copied again locally to enable a ‘roll-back’ all the way through to the original version.

On completion of data processing the copied file are automatically returned to the Data Server alongside the source files.

Organisationally we control access to data stored on the network and access to the site as a whole and ensuring our staff are under agreement for data protection and are aware of specific agreements by client in relation to the confidentiality of the data.

"We are a partner you can rely on"

Internet Access & Telecoms

We currently employ a dual system of supply for internet services. These telephone lines and ISP services are held with two different and unassociated companies.

During failure of an ISP’s service automatic notifications allow us to switch supplier with immediate effect. Our off-site location is also internet enabled.

The telecoms systems throughout the company are completely stand alone and separate from our IT and network structure.

For total PBX failure the company has a standby unit on site for replacement within 1-2 hours of failure.

Core members of staff are already supplied with company mobile telephones allowing our telecoms service provider to re-route calls to these devices in the case of a line failure or a total loss.

"We are a partner you can rely on"

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