We understand the budgetary pressures that local governments face and can help by providing consultancy and services for all document management challenges that will make both cost savings and process efficiencies

Document management
Capita delivers inbound and outbound document management solutions covering a variety of local government needs. This includes Capita’s Touchless Paper Process and OneM@il™ Digital Mailroom services. By addressing both aspects of a local authority’s document requirements, Capita ensures that the synergies associated with an integrated inbound and outbound mail strategy are delivered to the benefit of the council.

Inbound
Our  bespoke document management software that enables organisations to reduce their paper storage by scanning and archiving documents onto a secure system. 

We provide a professional, obligation-free file audit to assess paper store and requirements. The audit will identify paper volumes, suggested improvements to current business processes as well as delivering a range of additional benefits including:

• Long-term cost savings
• Solutions to help streamline day to day business
• Enhanced security – reducing the risk of lost or intercepted data
• Improved audit trails
• Increased productivity. 

Whether our clients require a specialist service or an end-to-end solution we offer a range of services including:

• Mailroom services
• Medical records management
• Document image processing
• Scanning and data capture 
• Preservation services 
• Microfiche, index card and microfilm conversion 
• Archiving services 
• Storage, archival and destruction 
• Document retrieval.

Outbound
Every year local authorities print and mail millions of documents both internally and for the customers they serve. The variety of requirements ranges from annual statements, council tax and NDR, to benefit and landlord notifications, case administration, and ad hoc tenant repair letters.
  
Capita ensures that the path each document follows is fit for purpose; that the benefits of traditional print and mail, email, text, archive, retrieval, and citizen self service (via a web portal) are leveraged when and wherever possible.

Whether used as a stand alone service or multi-channelled solution, our print and mail offering includes:

• Secure transactional print and mail
• Managed print service across the organisation
• E-delivery of correspondence
• Print procurement
• Design services.

A range of local authority clients are using these services and enjoying a range of benefits including:

• Reduced costs on printing, stationery, storage and postage
• Increased efficiency by eliminating the need for manual print and fulfilment 
• Lowered carbon footprint through reduced office-based printing 
• Maximised staff resources as less time is spent on managing mailrooms, invoice processing, manual print and mail 
• Improved data security by reducing the risk of losing sensitive data in the post or being misplaced by a customer 
• Enhanced reputation as citizens receive the correct correspondence each time through the channel that suits them.