Response Handling

Call it what you will – response handling, fulfilment or banking and thanking – the Woods Group can take care of your post based responses. Last year we banked in excess of £16M on behalf of our charity clients and processed over 2 million postal responses.

The elements of our response
handling service are as follows:

Data Management

Our in house team of IT specialists is experienced in ensuring that data extracts are configured with your database system in mind. We have experience of all the widely used charity systems such as Raiser’s Edge, Progress, Alms etc. We can undertake all your data processing, enhancement and cleansing requirements in house. Our response handling system has been built specifically with charity response handling in mind. The system is developed and maintained by our own, in-house developers.

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Response Handling & Data Capture

Our response handling solution is designed to relieve you from the administrative burden of response handling. We receive your post, open, sort, batch, data capture, bank and thank on your behalf. We can process cash, cheques, postal orders, credit cards, charity cards and vouchures, direct debits and standing orders. We deal with all your client services issues and forward white mail onto you at regular intervals. Our barcode reader system streamlines the data capture process ensuring accuracy and speed of processing. We operate a fully secure processing centre at our Wiltshire headquarters.

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Banking

All banking is deposited directly into your charity’s account on a daily basis. Cash, cheques and postal orders are banked against your own charity’s paying in paperwork. Banking is transported daily to a branch of your charity’s bank by secure carrier. Credit card payments are processed on-line via a number of real-time verification methods. Any credit card declines or cheque anomalies are dealt with by us on your behalf. We undertake full reconciliation on all transactions and our practices are conducted to clearing bank standards.

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Scanning

We have a state-of-the-art Kodak high speed scanning line so we can scan, index and return your documents as a digital archive. Our scanning line has optical character recognition capabilities (OCR) so under certain circumstances we are able to data capture directly via scanning technology.

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Reporting

During the course of your campaign we provide you with a comprehensive suite of reports. These are sent to you daily, weekly and monthly by an automated e-mail process ensuring that you always get them on time and when you expect them. At the end of your campaign we will prepare a detailed campaign analysis report for you. We will arrange to meet you at this point in order to present our findings and analysis. Data exports can be made during your campaigns or at the end of the process as required.

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Managing Your Account

We take the management of our clients’ projects very seriously. We allocate you a named Account Director who has overall responsibility for ensuring you get the highest levels of service. In addition we will allocate you a named Account Manager who will be your day to day contact for all operational matters relating to your campaign. All of our client services team are charity specialists with extensive sector experience. If you would like to arrange a free no obligation meeting to discuss your specific needs simply click here.

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