Hold Mail & Periodic Mail

HYPERSUITE BR/2: Hold Mail Process Automation

In most instances, bank services for the tracking and processing of “hold mail procedures” for private clients is still accomplished manually by back office staff. For a variety of reasons private clients elect to have bank statements and other documents maintained at the institution rather than mailed to them. When your client makes an appointment to view, you have to make sure all statements are printed and presented at the right time in the right place. After receiving the documentation your client signs the receipt which is also archived.

HYPERSUITE BR/2 automates the entire hold mail process:

  • Hold mail documents are set to a dedicated state (metadata).
  • The client makes an appointment with your relationship manager, who launches the order to print bank statements and transaction documents.
  • The person in charge of printing the documentation retrieves all documents pertaining to that client for the current period (e.g. since his/her last visit) via the HYPERSUITE/5 Web-GUI (your web site portal).
  • HYPERSUITE BR/2 builds a dossier from the retrieved documents and automatically generates a receipt that contains all relevant information (date, number of pages, etc.). A unique ID, printed as a barcode, will mark each receipt.
  • The dossier and the receipt are printed on the printer of choice.
  • Your client receives his folder of documents and signs the receipt.
  • The receipt is scanned. Through bar coding, it will be automatically recognised as a receipt and will be included in the customer’s dossier.

HYPERSUITE BR/2 requires minimal user interaction. HYPERSUITE BR/2 offers maximum flexibility and improves your quality of service, as your clients can now collect their documents in any branch office, wherever and whenever it is convenient for them.

 

HYPERSUITE BR/2: Periodic Mail Process Automation

The “Periodic Mail” service enables banking clients to receive all or some of their financial documents at specific time intervals throughout the year via the post.  Pending documents (documents never previously sent) are retrieved from the archive, placed in dossiers and mailed to nominated “Addressees”.  An “Addressee” may be the client themselves or a person nominated by the client to receive their financial mail, for example their trustee.
 
HYPERSUITE Periodic Mail application enables banks to produce one or thousands of dossiers in one  single print spool.  This provides banks with the opportunity to take advantage of bulk mail discounts.

Below are some of the key features of the system:

  • Periodic Mail dossiers may be sent to one or more persons at different locations.
  • People receiving the dossiers do not need to be a “client” of the bank.
  • It is possible to request only specific document types to be included in the dossiers for a specific client.
  • It is possible to request one document type for a client to be sent more frequently than other document types.
  • Each “Addressee’s” file (receiver of a file) may be configured to always print to a predefined printer.