WHAT WE DO

Data and Tracing

Reuniting people with their lost assets.

What's on offer

Tracing

Our core target operating model comprises thresholds for the amount, type and detail of information that people need to provide to prove that they are who we think they are. You can decide what kind and amount of verification you require, and even whether to go through the verification process or simply pay out as soon as we’ve traced people.

You can also decide whether you want us to create an online environment, how we communicate with people, and the best way of implementing the project so that it doesn’t affect your day-to-day operations. We can white label projects so that the websites people visit, the paperwork they receive, the call centres they contact in response to communication all carry your branding, to provide a consistent, recognisable experience, or we can act as your visible partner.

Batch tracing

We analyse and cleanse all the data you have in your system, checking whether we have people’s full names and addresses. We get it into the best possible state we can before running it through the Postcode Address File and the Credit Reference Agency Database. We’re able to see information about where people have lived over a number of years, and we use it to determine whether we can find them at new addresses.

We grade the data bronze, silver, gold and platinum according to its strength and the certainty of tracing people, determined by the quality of the data we receive from you and the extra information we’ve been able to gather.

Mortality screening

Alongside the batch process, we check whether any of the people you’re looking for are dead. Just over 550,000 people die in the UK every year, so most organisations see a mortality rate of 3% among the members they’re trying to reconnect with.

Screening your pensioner payroll ensures that you don’t make overpayments to customers or members who have died. It also allows you to access accurate mortality records so that you can increase your pension fund levels, reduce your de-risking costs and realign your journey plans, prevent fraud, recover overpayments, carry out your fiduciary duties, manage risk and deal empathetically with the families of scheme members who have died.

We can carry out a one-off screening or do it every month, quarter or year. You can carry out the screening yourself, which will help you to process death claims more quickly, or you can outsource the task to us.  

We check your data against the government’s Death Disclosure Register Information database and the General Register Office. We grade the data depending on its quality and move on to the next stage if we find that people have died.

Deceased tracing

When people die, you need to find the executors or beneficiaries of their wills. So, we go through a fully auditable process based on government-issued documentation to find legally-appointed executors as registered on the Grant of Probate, or Informants of Death as registered on the Death Certificate.

We look at various databases to track them down and search for probates. 40% of people in the UK have a will or probate when they die, so it’s an effective way of quickly tracing most deceased people.

International tracing

If customers or members have moved outside the UK or Channel Islands, we’ll carry out electronic checks of international batch residency data and an international existence mailing exercise, and forensically trace international addresses to find them.

We can customise our approach to locate specific groups of overseas customers or members and to meet the requirements of large-scale projects.

Manual tracing

When we’ve successfully traced those missing people who have moved to a new address, died or gone to live abroad, we can be left with a group of people for whom your data is so poor that it didn’t meet the standards for batch tracing or for whom we haven’t been able to find information from external databases.

This may be because they’ve got married and you don’t have their new surname, or they’ve moved house so often that your system has been unable to keep up with them, or they provided inaccurate details in the first place.

We go further and dig deeper to find these people – as the FCA requires – with our team of specialists who solve the puzzle of why people weren’t found during the batch tracing stage, and manually retrace people’s steps through the data by making connections and links that the automated systems missed.

Our team cross-reference several financial datasets from public and historic sources (using their expertise and experience to decide which ones are relevant), investigating discrepancies and evaluating potential conflicts in addresses, and check births, marriages and deaths records to find their current address.

Forensic tracing

The next step up from manual tracing is forensic tracing. If you have missing customers or members who are entitled to thousands or hundreds of thousands of pounds, but the data you have on them is too limited, old or corrupted to be of use, we can carry out in-depth research specific to each case to try to find them.

Our team cross-reference several financial datasets from public and historic sources and investigate any discrepancies. Then they carry out in-depth research, including social media and online presence, property ownership, company links and directorships, granular financial indicators, insolvency and bankruptcy, joint accounts and financial associates. They also check births, marriages and deaths records.

Verification

Once we’ve found missing customers or members, we will help you to verify their identities and current addresses, according to the parameters you specified at the beginning of the project.

We’ll work with you to identify the people to be contacted and create personalised letters or emails for them, managing the entire process of prompting them to get in touch and then taking them through the agreed security procedure to confirm their identity.

We’ll keep you up to date with the process with weekly progress reports and regular management information.

Bespoke services

We offer two bespoke services alongside our core data and tracing service – insolvency, which determines whether people receiving payments are bankrupt, and company tracing, which provides you with evidence that a company whose pension you’re managing is trading or has been dissolved.

When we carry out either of these two projects, we start by analysing and cleansing your data. Then, for the insolvency service, we screen for insolvency/bankruptcy, checking for debt relief orders, individual voluntary arrangements, bankruptcy and debt arrangement schemes. We provide you with a yes/no indicator at the end of the process, as well as detailed information about the insolvency practitioner, including their name, contact details and insolvency type.

This simple, two-step screening process safeguards you, gives you a clear understanding of your customers and ensures that you’re paying the right people.

As part of the company tracing service, we manually trace companies by investigating their registered office addresses, analysing their last filed accounts and annual return dates, and conducting research into their directors and shareholders.

We analyse and check the results, including details of any companies that are trading, have ceased trading, or are insolvent, and send you the details. We then update your database with the results and write to the identified companies.

We find evidence of existing companies with names that match the ones you’re looking for and provide you with exact links to their Company House number and registered trading addresses.

Hear from our clients

"Capita successfully completed the data cleanse project, which means there is process automation, enabling administration services to be delivered with minimal levels of risk."

Janis Ireland, Pensions Governance and Operations Manager, Heineken

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We’re the people experts. So, whatever your HR challenges, you can tap into our expertise to resolve your challenges and deliver real results.

Contact us today to see how we can help you transform your organisation.