Case Study

Hybrid Mail

Electronic Post on Demand (EPOD)

  • The EPOD solution has been created for your day-to-day, non-bulk documents which are normally created, printed, manually enclosed and manually mailed out from your office
  • Types of documents sent via EPOD include, but are not limited to:
    • Single or multi-page letters, with or without A4 inserts / flyers
    • Mail-merge documents, single or multi-page, with or without A4 inserts / flyers
    • Black or full colour mixed printing
    • One sided (simplex) or double sided (duplex) printing
    • PDF documents created from multiple platforms


  • Once your documents have been created locally, they are simply printed to the EPOD print driver
  • The EPOD print driver will then launch a web browser which gives you the chance to proof your documents before they are automatically released, via secure FTP (File Transfer Protocol), to PHD Mail
  • This process takes place all day, every day for all documents printed to PHD Mail by your business:
    • Access to EPOD is password controlled so you can monitor who has use of the system
  • The creator of any document has access to the system via the internet so that they can delete any documents, if required, throughout the day
  • At an agreed time after 18:00, PHD Mail will process all documents created by your business and print, enclose and mail out the very next working day
  • The EPOD reporting mechanism provides detailed reports by department and user so that usage can be closely tracked, and cost can be allocated to the right areas of your business
  • PHD Mail will consolidate your EPOD daily mail with other users of the system to take advantage of volume related discount postal rates



  • Using EPOD will provide the following benefits:
    • Lower postage and stationery costs
    • Elimination of internal printer maintenance and consumable costs
    • Freeing up of your staff to concentrate on their jobs rather than printing letters and stuffing envelopes
  • Set-up is speedy and requires minimal to zero IT resource
  • There are no volume or quota commitments so you will receive the same discounted rates irrespective of the volume that you produce on any one day

Data security:

  • All documents sent via EPOD are processed in line with PHD Mail’s accreditations:
    • ISO 27001 (data & physical security)
    • ISO 14001 (environmental concerns)
    • ISO 9001 (operational quality standards)
  • PHD Mail is registered with the Data Protection Registrar and shall apply the procedures set out in its Company Quality Manual (ISO 9001-2008 accredited) to the processing of Data to ensure compliance with the requirements of the Data Protection Act 1998 and Telecommunications Act 1999

Call us on 01283 512733 and ask for Suzanne Thompson or Tom Limburn for more information.

Click here to view our EPOD – process flow