Crown Commercial Service

Despatch of highly secure mailing for Companies House results in £200,000 saving

The requirement

Companies House, who is responsible for incorporating and dissolving UK limited companies, required a provider to take on the printing and despatch of the Companies House highly secure mailing activity, comprising of over 8 million letters and enclosures a year. Using our Managed Print and Digital Solutions agreement (RM3785) they were able to find a supplier and work in collaboration.

The solution

APS were appointed through the Managed Print and Digital Solutions agreement (RM3785). Upon appointment they worked in collaboration with Companies House developing a comprehensive work stream plan – this included a parallel run of work during the final week of transfer to account for its highly critical and no-fail nature.

APS developed and managed a risk register, which also included developing and testing a disaster recovery solution.

APS and Companies House implemented a secure communications channel in order to receive daily automated print requests. APS’ Chester facility holds full PCI DSS certification – all data coming into the facility is fully encrypted and rigid data retention standards ensure that all customer data is deleted within 30 days.

The items are then printed through an automated production line, where mail is sorted and despatched. Print quality has been guaranteed through a combination of Six Sigma sample size calculators and internal quality management tools.

The results

By APS and Companies House working collaboratively to understand their mail profiles and volumes, APS were able to recommend the most appropriate mail tariff. This was fully tested through APS’ in-house high speed mail sortation machines to validate address quality and qualification.

This joint working has introduced significant postal savings for Companies House of over £200,000.

The fully automated file receipt, validation and production readiness routines are much more efficient, with Companies House now only needing to become involved if any discrepancies arise. The main SLA of zero spoils and 100% correct despatches each day is fulfilled.

“Thank you to APS for delivering a seamless and pain free transition. The whole project was on a short timeline, but APS demonstrated agility and flexibility in adapting to what was required. The Companies House team quickly developed confidence in APS’s delivery capabilities, and we did indeed achieve the target that we both wanted.” Key stakeholder, Companies House

For further information

If you are interested in making significant savings on your managed print services through our Managed Print and Digital Solutions (RM3785) framework.

Visit the framework web page.

Complete this online form.

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