Waterford County Council, Letter Printing & System Automation Solution
The Opportunity
To streamline the parking fine notification process for Waterford County Council and ensure timely delivery of letters. This project would require the implementation of a new software in order to have the client’s external system communicate with our internal system.
What We Did
We took the data files that are uploaded to our Secure FTP by Waterford County Council on a weekly basis. We then implemented a system that turns the files into readable formats. It then automatically downloads and processes the files to convert them to print-ready PDFs.
Notification emails are then returned to the client, confirming receipt and acknowledging the page count of each processed file. This also allows the client to check the files securely should they wish to do so. The print-ready file is processed using our Automated Insertion Management System.
This splits the PDFs into individual letters and tags them with a unique barcode, one of the most important steps in this printing process. The barcode prevents our insertion machinery from putting two letters in the same envelope – ensuring data integrity is maintained, and we uphold our commitment to data protection, processing, and management under ISO27001. This entire system also maintains a log of everything distributed by the recipient, ensuring our client can see when the sending of letters took place.
The Outcome
Our client was able to easily outsource this lengthy process to us by the implementation of a custom-built data processing solution. Files are received and sent to print automatically ensuring letters are produced and packed same-day with minimal human intervention. This has helped cut down costs, streamline a previously manual process, and send out letters as and when needed.
