Efficient, compliant mail solutions to common problems

Lower mailing costs

Cutting costs is a constant challenge. But trimming 10% from communications or delivery budgets shouldn’t come at the expense of resilience, trust, or turnaround times.

It’s not just about rates — it’s the true cost of service disruption or reputational damage that matters.

According to the National Audit Office, the UK public sector could save £500 million over five years through improved procurement management. With £125 billion spent annually on third-party goods and services, the opportunity to cut costs without compromising quality is clear.

As Royal Mail rates rise and digital transformation reshapes operations, procurement leads need vendors that can scale with usage, offer transparent pricing, and maintain service quality.

Datagraphic helps teams optimise communication spending with a consolidated postage model. Even as print volumes decline, their hybrid mail solution ensures you’re not overpaying for underused infrastructure — while consistently meeting SLA expectations.

Faster, easier procurement process

You’re managing suppliers across communications, technology, and operations. Onboarding FSQS-registered vendors, creating audit trails, and ticking compliance boxes are just the start.

Then the regulator updates guidance, legal flags a missing GDPR clause, or a minor SLA breach escalates into a compliance risk. In regulated sectors, the audit never really ends — and procurement teams are now on the frontline of risk.

FCA expectations around operational resilience, data protection, and third-party accountability are tightening. GDPR fines are rising.

In fact, the Information Commissioner’s Office (ICO) handed out over £13 million in GDPR fines in 2023, with an average penalty of £816,471, nearly double the 2022 level. Even in early 2024, fines exceeding £750,000 were issued for non-compliance. Reinforcing the need for robust oversight.

These numbers highlight the need for robust, ongoing oversight.

Datagraphic provides a secure, automated way to manage regulated, time-sensitive communications:

• GDPR-compliant and encrypted – every interaction is secure and auditable
• Removes ambiguity – supports internal governance and external compliance
• Reduces risk and manual effort – frees teams to focus on delivery

With Datagraphic, procurement and oversight teams gain visibility, consistency, and confidence, ensuring critical communications are sent on time, securely, and with full compliance.

Integration made simple

Legacy systems. Siloed workflows. Manual uploads. Integration delays. All headaches when adhering to regulated compliance standards.

Even after selecting a new supplier, procurement transformation often stalls due to IT resistance. In highly regulated firms, security concerns add even more friction. Many suppliers may “pass compliance” on paper but struggle to deliver practical flexibility.

Datagraphic solves this with:

• Secure, GDPR-compliant data transfer – multiple formats supported to suit your workflows.
• IT-light onboarding – reduces dependency on internal systems and accelerates deployment.
• Local UK support – an in-house development team ensures fast, reliable implementation.
• Compliance without compromise – Procurement and Oversight teams move faster while maintaining integrity.

With Datagraphic, integration delays are minimised, internal friction is reduced, and transformation can progress without risk to compliance or operational security.

Sustainable mail that delivers real impact

Sustainability isn’t just a CSR initiative – in financial services, it’s a core part of procurement performance. ESG scrutiny now extends deep into the supply chain, and buyers are expected to prove environmental claims, not just quote supplier certifications.

According to an RS procurement report, 52% say ESG is already important to their corporate strategy, while 82% say they’d be willing to pay a premium for more sustainable options.

The risk isn’t the premium – it’s partnering with vendors whose ESG claims fall apart under scrutiny. A single “greenwashed” supplier can erode client trust, attract regulator attention, and undermine governance.

Datagraphic takes a different approach:

• Carbon-neutral operations – with independently verified credentials
• Traceable supply chains – via FSC chain of custody options
• Science-based emissions targets – approved by SBTi
• Full ESG reporting visibility – for measurable impact and audit-ready assurance

With Datagraphic, sustainability becomes a strategic safeguard, aligning contracts with corporate ESG commitments and supporting long-term resilience – not just a checkbox on a procurement form.

We don’t just operate as a carbon-neutral business. Datagraphic can provide an independently approved Environmental Product Declaration (EPD), FSC Chain of Custody options, and SBTi-approved emissions targets.

Procurement leaders can be confident in full traceability and measurable impact when reporting against corporate ESG goals.

A reliable partner

For many supplier relationship managers, visibility ends where onboarding begins. Once a supplier is approved, oversight often shifts into a fragmented mix of quarterly reports, emails, and spreadsheets – tools built for static checks, not dynamic relationships.

The result? A dangerous gap between what procurement teams believe is happening and what’s actually unfolding across the supply base. Chasing quarterly SLA reports and ESG statements consumes hours, static PDFs hide trends, and inconsistent updates create blind spots – especially in sectors bound by compliance, brand trust, or just-in-time delivery.

“Approved” doesn’t mean “performing,” and spreadsheets don’t equal oversight.

In fact, Internet Retailing states nearly half of UK organisations (46%) admit they lack adequate visibility into which suppliers are impacted when disruption hits, nearly guaranteeing unnoticed risks and performance gaps.

Datagraphic bridges that gap:

• Automated reporting – track SLAs, ESG metrics, ISO status, and data security in real time.
• Reduced admin burden – cut hours spent chasing PDFs and reports.
• Stronger trust – gain confidence in supplier performance and compliance.
• Scales with your suppliers – ideal for managing multiple vendors through portals like FSQS.

Datagraphic integrates automated reporting into client relationships, covering SLAs, carbon metrics, ISO status, and data security. This lightens the admin load and strengthens trust, which is particularly useful for those managing multiple suppliers through assurance portals like FSQS.