How do I transmit my data to PHD Mail?

• PHD Mail’s preferred method is via Secure File Transfer Protocol (SFTP) and you will be set up with an individual SFTP site and address to which your data can be uploaded. SFTP transfer usually requires an accompanying email which confirms a transmission has taken place. Other transmission types, such as email or ISDN can be facilitated if required.

What types of file can PHD Mail accept?

• PHD Mail can accept data from numerous different sources and in a multitude of different formats such as ASCII, EBSDIC, datastreams and csv files, from source platforms including Unix, Windows, Mainframe and AS400.

How do I know that you have received all the information that I have sent to you?

• As part of PHD Mail’s processing procedure a reconciliation report is produced and returned to you which gives details of numbers of documents, pages and total monetary value for you to verify.

How can I be sure that my data will be handled securely?

• PHD Mail is registered with the Information Commissioners’ Office and thereby bound by the terms and conditions of the Data Protection Act.

What happens to my data once it has been processed?

• We will agree with you how long your data should be kept but it is normal practice to delete data very soon after it has been processed.

What if our transmissions to PHD Mail consist of multiple files containing similar data types such as invoices?

• PHD Mail will create a unique software program based on your requirements. Where required multiple data files can be concatenated to create one file, grouping of invoice files and statement files for example, PHD Mail will create a routine which enables this to happen based on your specified parameters. This helps to reduce the number of envelopes required and therefore postage charges too.

Some of my large customers receive statements and invoices that are more than 10 pages long, how are they packaged?

• It is possible to get up to 10 A4 sheets of paper into a standard C5 size machinable envelope. From a point of production and postage costs, this is the most cost effective way to mail out. For large, multi-page, documents, we will agree with you a cut-off point at which we switch to larger C4 envelopes (e.g. over 30 sheets into 3 X C5s).

How does the number and size of envelope affect the postage amount I pay?

• PHD Mail will always advise you on the most cost effective way of mailing given the number and size of your items. It is generally considered that DL & C5 envelopes are the most cost efficient way to mail out. C4 envelopes, unless high volume, are the most costly way to mail out. For example, many clients allow PHD Mail to send up to 3 X C5 envelopes (up to 30 pages) to 1 customer in 1 mailing.

How do you ensure that individually addressed documents are not collated together in error?

• Our enclosing machines use Optical Mark Recognition (OMR) to pack envelopes securely and accurately. Numbers of items through the machine are also matched with reconciliation reports which are produced for the operator as a checking tool.

How do I know that you have mailed all the documents out on time?

A Service Level Agreement (SLA) is created jointly with our client and includes agreed data receipt times and subsequent dispatch deadlines from which a monthly success table is produced.

Is it possible to consolidate mailings?

• Yes. PHD Mail will concatenate your data where this is possible (and where it has been agreed) to ensure items for the same address, account number etc. are printed and enclosed together. Where a mailing does not meet the minimum volume required for postage discounts, Mailsort for example, we will consolidate your mailing with our other clients mailings, post production, to achieve the required volume.

Is it possible to include promotional inserts into my transactional billing mailings?

• Yes it is, however, the size and style of inserts must adhere to our strict specifications so that your mailing is not hampered or delayed due to machine enclosure issues.

Who provides the paper and the envelopes and how are stocks of these managed?

• PHD Mail will purchase and store these items on your behalf and will then itemise these on your monthly invoice.

What happens to my work if PHD Mail’s suffers a major disaster at one of its production sites?

• PHD Mail operates from two separate sites which provide Contingency and Disaster Recovery back-up for each other.

What happens if I am required to produce a copy invoice after the mailing has been completed?

• We can provide an archiving service of varying degrees of complexity ranging from supplying PDF images on CD or DVD, through to an online facility were documents can be viewed and also matched with other scanned images such as Proof Of Deliveries (PODs) if appropriate. To meet statuary requirements, images can be held for up to 7 years.

I sometimes need to send an electronic invoice to a customer?

• PHD Mail can provide you with an E-Billing system that allows PHD Mail to “push” an email to your customer or for you or your customer to “pull” one from PHD Mail. After completing a full vetting and password security procedure, your customers are able to view and print documents locally.