Data processing

Submitting data

• Once you have selected your customer or prospect records for mailing, you will need to export the data into a file which can be sent to Thamesdown. There are numerous file formats available for submitting data – click here to see our preferred formats.

• There are several ways to send data to Thamesdown - click here for options.

• Mailing files submitted to Thamesdown should be accompanied by a file layout which describes the type of data we can expect in each data field. On receipt, we always run an instant data audit to check that the supplied data corresponds to the file layout.

• The mailing brief should also contain detailed information on the data you will supply.

Selections

• If you are running a test and need to mail different packs to different segments, it is preferable to supply a unique mailing file for each segment as this will minimise the possibility of error.

• If this is not possible, you can supply one file from which we can undertake data selections on your behalf and provide outputs for your approval.

Personalisation

• You can improve customer perception and response by including in the mailing letter or attachments the name, address, salutation, membership number, product ownership, nearest store location etc. of the customer or prospect.

• We can only personalise a mailing piece if we have been provided with the relevant data. For example, if first name salutation is preferred (Dear John) you will need to ensure that this field is fully populated – if not, you will need to specify an alternative salutation (Dear Mr. Smith, Dear Sir, Dear Customer).

• We can also personalise letters though the use of look up tables. For example, a customer’s postcode can be used to identify and include in the mailing letter the address of the nearest branch.

• In the same way, a quotation can be generated from a look up table and pre-printed on an application form.

Name and Address Management

• Despite your best efforts, contact data will often contain many different types of inaccuracy. At Thamesdown, we can audit your data and provide you with a report on the quality of your name and addresses:
  • Capitalisation of names.
  • Identification of incomplete addresses.
  • Elimination of blank address lines.
  • Verification of postcode to the address supplied.
  • Identification of company information within the name and address.
  • Identification of foreign addresses.
  • Identification of obscenities.
  • Identification of ‘problem’ words in the address e.g. c/o, dec’d, hotel.

De-duplication

• As part of this audit process, we can also report on the number of duplicates present on the file. This is an area of concern for many mailers as they wish to avoid the cost and brand damage associated with sending multiple mailings to the same customer.

• The audit process can provide information on different type of ‘duplicate’:
  • Individual duplicates at the same address.
  • Surname level duplicates at the same address.
  • Household level duplicates at the same address.

• Minor variations in the presentation of a name and address can pose difficulties in determining whether two records are an exact match or a similar match – customers can define the confidence levels used for the matching process according to their business requirements.

Suppression

• In the UK there are a wide range of specialist suppression files available which enable mailers to identify and suppress records of people that have died, moved, requested ‘no mail’ or who have returned their mail via Royal Mail.

• There are also several ‘industry’ files managed by the DMA which enable consumers to register their objection to receiving unsolicited mail, telephone calls or faxes.

• The owners of suppression files normally charge a royalty fee per match.

• As an optional part of our audit process, a mailing file can be compared to a hierarchy of suppression files to identify the number and the cost of any matches. This enables our clients to make an informed choice about the type of records they wish to suppress.

• Leading suppression files include:
  • The Bereavement Register.
  • Mortascreen.
  • NCOA.
  • Goneaway Suppression File.
  • National Suppression File.
  • Universal Suppression Service.
  • Mailing Preference Service.

Reporting and amendment

• For all the above processes, we produce detailed reports and highlight any areas of concern. You can then brief us on how/whether problematic records on the supplied mailing file should be removed or amended. This provides you with total control – nothing is overwritten or removed without your instructions.

• One of the advantages of using Thamesdown to undertake these cleaning and screening processes is that they are carried out just days before the mailing date thus guaranteeing the mailing file is as accurate and as clean as possible. This is particularly important for accessing the latest versions of suppression files which are typically updated on a monthly basis.

Additional services – Database management/hosting

• Thamesdown have in-depth experience of developing and managing database solutions for a wide range of clients. Our proven project methodology ensures that current and future data requirements are built into a prototype model for testing, evaluation and implementation.

• If required, we can host databases and perform sophisticated counts and selections for mailing purposes.