May 17th, 2015

Denbighshire Council

Based in Ruthin, Denbighshire, The Electoral Services Department for Denbighshire County Council is responsible for producing the Annual Register of Electors, sometimes called the Voters’ Roll, of all residents living within the constituency that are eligible to vote, managing the electoral process for approximately 45,000 properties and 75,000 electors. 

Challenge

Upgrade an outdated machine to maximise efficiency in minimal space.

Results

Improved performance and reduced costs.

Solution

With a compact size and fold-away catch tray, the DS-35 is a quiet desk top solution designed to fit into any office environment.

Method

A full on-site demonstration allowed the client to try before buying.

The quality of output is excellent, the machine has saved a lot of time and allows us to reliably predict how long jobs will take to complete. It’s also saved the department money


Gareth Evans - Denbighshire County Council


The challenge

Effectively communicating with a population of this size presents a huge logistical challenge, and the Electoral Services Department relies heavily on mail to correspond with electors. Gareth Evans, Electoral Services Officer for Denbighshire County Council explains, “The Electoral Services Department conducts periodic mail outs, amounting to an average of 2000 letters per month.” To manually prepare such a high volume of mail would require a great deal of man hours, and so the Electoral Services Department relies on postroom equipment to provide essential automation to the mailing process. A folder inserter is an essential tool in the preparation of outgoing mail outs, but unfortunately the Electoral Services Department’s previous folder inserter had become dated and unreliable, forcing the department to outsource an increasing amount of work to the mailing bureau. Gareth continues, “We needed a machine which could comfortably fold and insert letters with a reply envelope if necessary, and due to limited office space and resources we also needed a machine that wasn’t too big and that was easy to use.”

The process

As Denbighshire County Council has a longstanding contract with Neopost to provide and maintain postroom equipment, Gareth contacted Neopost to see what solutions they could offer the department. Following a brief consultation, Neopost arranged to visit The Electoral Services Department to provide a demonstration of the Neopost DS-35 folder inserter.

The solution

With a compact size and fold-away catch tray, the DS-35 is a quiet desk top solution designed to fit into any office environment. Its large touch screen and step by step prompts make the DS-35 very convenient and easy to operate, and a nine job memory ensures that details of recurring jobs can be stored and retrieved with a minimum of fuss. Operating at a rate of up to 1350 envelopes per hour, the DS-35 folds and inserts up to three A4 documents into DL and C5 envelopes, and provides access to Royal Mail Pricing in Proportion discounts.

Delivery and results

Commenting on the demo, Gareth states “Our Initial impression of the DS-35 was that it was sleek and modern looking and its foam roller design made it very reliable and responsive. It seemed very easy to use, quiet, and performed very well on the demo jobs. Based on the demonstration we decided to go ahead with the purchase and arranged a date for installation. The installation was all done the same day and training was provided too, although the menus are so simple, straightforward, and practically laid out that training was almost unnecessary.”

Customer feedback

“Following the installation we’ve been very pleased with the performance of our DS-35 folder inserter. The quality of output is excellent, the machine has saved a lot of time and allows us to reliably predict how long jobs will take to complete. It’s also saved the department money; previously any jobs that were over 500 letters would have been too big for us to do in house, forcing us to outsource this work to the mailing bureau. With the DS-35 we can now manage mail outs of anything up to 5000 letters. All in all Neopost have been really responsive and helpful, a pleasure to do business with.”