Online filing cabinets for your members.

Give every member a filing cabinet with your branding. Documentd automatically files benefit statements, retirement documents and payment records for them. Make long-term access simpler, with fewer requests for historic documents.

Important pension records

Start with the documents members need to keep.

Pension records can matter throughout working life and retirement. File each statement, quotation and confirmation for the member, so the record is available when they next need to make a decision or check a past arrangement.

Benefit statements
Retirement option packs
Transfer quotations
Retirement confirmation documents
Pension increase notices
P60s and payment records
Other important pension records

Your members should have their own copies, in an account they control.

An organised home for pension records

Give pension records a home beyond the annual mailing.

Statements and notices can arrive years apart, while a member’s contact details and circumstances change. An organised filing cabinet makes it easier to return to earlier documents without finding the original email or paper pack.

Documentd automatically files these documents in each member’s own cabinet, organised and ready to find. Your branding and dedicated web address give members a familiar place to return to for the records you send.

A branded service, independent access

Your branding. Your members’ own records.

Give members a branded filing cabinet with a simpler, lower-cost service than a document portal. Start with web send, then add copy-in once your company is set up, without a portal development project. Your branding makes the source of their documents clear; their copies remain under their control.

Your cabinet sits within the member’s own Keepd account. Keepd is free and works with any email address, bringing together their cabinets from different businesses and documents they file themselves. From your cabinet, they can navigate to the rest of their account.

Their copies remain available through deferred membership, retirement and a change of administrator.

Your branding gives members a familiar place to return to. Their ownership means access to their copies does not depend on your systems.

Documentd Business Case 03 · Pensions Administration

Less administration and fewer resends

Reduce the effort of finding historic member documents.

Member enquiries often involve a statement or notice issued some time ago. Giving members access to their own filed copies can reduce repeat searches and resends, while appropriate electronic filing can reduce the cost of paper mailings.

Fewer requests for previous statements and pension notices
Less time retrieving records for deferred members
Less printing, pack preparation and postage
Member access independent of changes to administration systems

Assess the benefit using your own document volumes, support workload and postage costs, alongside Documentd’s charges.

A simple start for your team

Start with one regular member mailing.

Try web send with a sample statement sent to yourself. Then choose a recurring process, such as benefit statements or pension increase notices, and agree folders by scheme and year.

Once your company is set up, send from the website or copy filing@documentd.com into your normal email. Copy-in files the attachments in each recipient’s cabinet; your ordinary email and attachments still go to the recipients as usual.

Email integration and the API are available for more involved workflows when you need them.

Try web send →How copy-in works →

Lasting access to important records

Important pension documents can remain relevant for decades

Pension communications are unusual because the relationship can span much of a member's working life and retirement. Important point-in-time documents therefore need to remain accessible long after the immediate communication has passed. The copy protections described here apply to documents filed through Documentd, rather than files uploaded directly in Keepd.

Personal to the member

The document is delivered directly to the individual member.

Accessible later

The member retains long-term access independently of the administrator's portal.

Reliable historic copy

The sender cannot alter the settled copy filed through Documentd.

Documentd in practice

The member owns their copy
The sender cannot alter the settled copy filed through Documentd
The sender cannot delete the settled copy filed through Documentd
Access can continue through deferred membership and retirement
The original document can be downloaded again
Evidence of what was delivered and when is retained

It supports better member communications

The Pensions Regulator expects schemes to provide clear and appropriate communications throughout the member journey. Documentd gives important pension documents a persistent, organised place where members can review and retrieve them long after the original communication was sent.

Give the member their own permanent record, rather than making long-term access depend on the administrator's systems.

Further detail: documentd.com/business-cases/pensions-administration

The business case

Less administration. Pension records members can return to.

Your branding

A familiar cabinet and dedicated web address for your members.

Automatic filing

Your members’ copies arrive organised and ready to find.

Member control

Your members keep their own copies in an account they control.

Your branding. Automatic filing. Records your members can keep and find independently of your systems.

Documentd provides branded filing cabinets for your members and automatically files the documents you send for them to own and keep.

documentd.com/try · documentd.com/pricing

Assess costs and savings against your own processes and Documentd plan.