Premier Pensions Management

Project Background

Premier Pensions Management is acknowledged as the UK’s leading pension scheme administrator, with a main focus on building customer relationships and providing a quality service.

The company receives thousands of mail items every month through the post and were looking to outsource their pensions mailroom processes as well as digitising their paper-based post.

Confidential mail items included pension applications, birth certificates, updated customer information and ID documents.

The Solution

A PO Box was set up purely for Premier Pensions Management to divert their mailroom to Cleardata’s high volume scanning bureau and digital mailroom. Cleardata is certified to ISO9001 (Quality Management), ISO 27001 (Information Security), BS10008 (Legal Admissibility of Electronic Information) and Cyber Essentials Plus.  A Government backed certification which demonstrates protection against cyber-attacks.

Once the documents arrive at the facility, the company’s team open, sort and categorise all incoming mail in accordance with Premier’s rules and requirements. They are then prepared for scanning, such as removing paper clips and staples, as well as ensuring there are no folded edges that could affect the scanned image.

The documents are then digitised using Cleardata’s high production Kodak Alaris scanners. Each image undergoes a 200% quality check service and is checked by two separate operators to ensure quality is at its highest.

MailRoom - Cleardata

Cleardata receives mail from Premier Pensions Management daily, varying from returned next of kin details to thousands of pension scheme applications. Each item is opened, sorted, processed and sent back to the customer by 12pm each day via SFTP (Secure File Transfer Protocol). Original and important documents such as birth and marriage certificates are sent back to Premier, to be returned to the customer.

By outsourcing their mailroom operations and digitising their pension records, Premier Pensions Management benefited from:

  • Reduced costs by no longer needing employees to be allocated to manually sort through incoming mail
  • Improved response times and customer service levels
  • Increased accuracy and quality of information
  • Saving staff time to focus on more business-critical tasks
  • Faster document retrieval as documents can be searched digitally
  • Saving space from storing physical customer’s pension records

Client Feedback

Cleardata have always been extremely efficient with processing and sorting all of our mail, scanning and digitally sending them every day. The quality and speed of the scanned images are above and beyond of what we could achieve internally.

A very welcomed addition to our administration processing.