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As the way that we communicate continues to evolve, local government departments face increasing pressure to deliver efficient, accessible, and inclusive solutions for diverse communities.
With this in mind, FDM Document Solutions, the customer-driven inbound and outbound communications specialist, has updated its Hi-mail hybrid mail system to incorporate enhanced (AI) integrations to transform how councils engage with residents.
By integrating AI translation into its Hi-mail system, it can address key challenges such as budget constraints, regulatory compliance, linguistic diversity, and resident expectations, delivering seamless physical and digital communications across multiple channels.
What is FDM’s Hi-mail Hybrid Mail System?
FDM’s Hi-mail hybrid mail system is a cloud-based, end-to-end communication platform designed to simplify and optimise the creation, production, and delivery of both physical and digital communications.
Currently deployed across public and private sector clients, Hi-mail enables organisations to streamline their outbound communications while reducing costs and enhancing efficiency.
Centralised Content Creation: Users upload documents or create content using a secure online portal, eliminating the need for in-house printing or mailing infrastructure. Templates for common communications, such as council tax notices, benefit notifications and other resident consultations, ensure consistency and compliance.
Flexible Output Options: Hi-mail produces physical mail (printed, enveloped, and posted) and digital outputs (email, SMS, and web portal notifications). Clients can choose the delivery channel or let the system automatically select an option based on the recipients’ preferences.
Postal Optimisation: Leveraging its C9 Downstream Access (DSA) postal licence, Hi-mail consolidates mail for Royal Mail’s wholesale rates, achieving savings of up to 30% compared to retail prices. Automated sortation and Mailmark® barcodes further reduce costs.
Cost and Time Efficiency: By outsourcing print and mail production to FDM Document Solutions, Hi-mail cuts in-house processing costs by up to 46% and reduces delivery times, with physical mail dispatched within 24 hours and digital communications sent instantly.
Security and Compliance: Hi-mail uses advanced encryption and GDPR-compliant processes to protect sensitive data, with audit trails ensuring transparency for regulatory requirements like the Freedom of Information Act.
Currently, Hi-mail supports councils in delivering high-volume communications, such as election materials, Revenues and Benefits notifications, parking and housing notices, with clients reporting a 15% reduction in operational costs and a 20% increase in resident engagement due to its flexibility and efficiency.
Integrating AI-Powered Translation to Deliver Inclusive Omnichannel Communications
With UK communities speaking over 100 languages, councils must ensure communications are accessible to all residents, including those with limited English.
Traditional translation services are costly (£50–£100 per document) and sometimes slow, risking exclusion and straining budgets. By embedding AI-powered translation into its Hi-mail hybrid mail system, FDM Document Solutions has turned this challenge into an opportunity, delivering real-time, accurate, and scalable multilingual communications across physical and digital channels.
This integration makes AI translation the centrepiece of the Hi-mail solution, ensuring inclusivity and enhanced engagement with recipients.
The Future of Hi-mail
With AI translation as the cornerstone, FDM Document Solutions is exploring predictive analytics to anticipate resident needs and generative AI for multilingual content creation. Its commitment to sustainability aligns with its net-zero goals, appealing to eco-conscious councils.
For councils seeking to navigate Royal Mail’s price hikes and deliver inclusive communications, Hi-mail offers a proven solution. Visit: Hybrid Mail – FDM Document Solutions to learn more.
