This is an HTML version of an attachment to the Freedom of Information request 'Wording and Approval of TV Licensing Letters'.

Overall Mailing / Proofing Process
Strategic, DM, ATL and 
Digital Development
A1 – DM
A2- ATL
D) Proximity account 
handling and operations 
C) After Checkpoint 3
team manage variable / look 
Proximity account handling 
up data process 
B) Orchestra Wooton print 
produce Data Matrix and 
D1 PayPoint
and hold base stationery
brief Orchestra Bristol
D2 Signatory
E) After Checkpoint 3 Proximity data 
selections team develop data 
selections brief 
F) Orchestra Bristol produce white 
proof documents and post to BRAIN
G) Proximity account handling and 
operations coordinate and manage 
sign off of white proofs using BRAIN
H) Checkpoint 4 
Ops and Orchestra accept job and 
proceed to live production
I) Orchestra Bristol produce live 
proof documents and post to BRAIN
J) Proximity account handling and 
operations coordinate and manage 
approval of live proofs through 
BRAIN
Orchestra print, enclose and mail
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence
















A1) DM Strategic and Creative Development
Process for new initiative
Process for existing initiative
Strategic initiative agreed in Pod meetings. 
Course of action agreed by relevant parties 
Changes to initiative are agreed within Pod 
(BBC, Proximity, Capita, Fishburn, AMV, 
leadership group in Pod meetings
PHD)
Proximity Account Handling amend the 
Proximity Account Handling develop Project 
relevant Project Brief involving BBC and 
Brief involving BBC and Capita
Capita
back 
back
Project brief approved by Proximity, 
mments/feed
mments/feed
o
BBC and Capita and stored in Project 
o
C
brief library on BRAIN
C
Ops briefs pass through capacity 
Checkpoint 1: section1 of Ops brief 
planning 
developed by Proximity Account 
Plans are agreed by Proximity and 
Handling and approved by GAD, Ops 
BBC
and BBC 
See notes section
Ops Briefs that pass Capacity Model 
See notes section for an example of 
are allocated a scenario based on 
Scenarios
required change 
Checkpoint 2/ Operational Planning 
stage: a schedule has been issued; 
ck
Creative brief, timings and costs are 
developed by Proximity
The BBC use their ‘approvals process’ 
chart to ensure that all the relevant 
internal checks are carried out.
See notes section
Creative brief, timings and costs 
mments/feedba
approved by BBC
Co
Proximity will consult with Orchestra on 
all new formats.  Orchestra will perform 
a risk assessment, using a Production 
Checkpoint 2.1: Proximity develop 
brief (section 2 of Ops Brief)
creative concepts and production brief, 
See notes section
dback
then present to BBC
s/fee
The BBC use their ‘approvals process’ 
chart to ensure that all the relevant 
BBC provide feedback / approve a 
internal checks are carried out.
Comment
creative concept
See notes section
Proximity Develop Copy and 1st stage 
visuals (Mac visuals where appropriate)
dback
The BBC use their ‘approvals process’ 
chart to ensure that all the relevant 
internal checks are carried out.
See notes section
BBC provide feedback / approve copy 
and visuals
Comments/fee
Approved visuals pass Checkpoint 3
ck
and Proximity develop artwork
The BBC use their ‘approvals process’ 
chart to ensure that all the relevant 
internal checks are carried out.
BBC provide feedback / approve 
Proximity will send Artwork checklist 
mments/feedba
artwork, using Artwork Checklist
with final artwork.
Co
See notes section
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence

B) Creative Development / Base Stationery Process
B1) Process for new 
B2) Process for existing 
Laser Copy
B3) Print Matrix Process
creative
creative
Final approved copy is named 
Orchestra Wooton 
Requirements for stock 
according to a convention and 
Orchestra Wooton 
monitors stock levels and 
saved in the letter copy library 
are listed in the Monthly 
produce print proofs and 
future stock requirements 
and the relevant job bag on 
Print Matrix document by 
post to BRAIN
are fed through the 
BRAIN by Proximity Account 
Orchestra Wooton
Monthly Planning Meeting
Handling
Copy is then referenced 
Monthly print matrix is 
Orchestra Wooton re-print 
by its code in the Data 
updated with the latest 
base stationery as 
Matrix, and available for all 
stock codes and stored on 
required 
to reference on BRAIN 
BRAIN for all to reference
Proximity Account 
Handling coordinate 
approval of print proofs 
using BRAIN
back
BBC, Capita (Welsh 
Translator) and Proximity 
Comments/feed
account handling approve 
base stationery using 
BRAIN
Orchestra Wooton print 
Base stationery held in 
base stationery 
stock at Orchestra Wooton
Base stationery called off 
from stock according to 
requirements documented 
in the Data Matrix (using 
stock codes in the Print 
Matrix) on an individual 
campaign basis
Required stationery is sent 
to Orchestra Bristol to be 
used in that month’s 
mailings
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence






C) Data Selections Process
The scenario allocated to each 
campaign details dictates the need 
for a data brief
At Checkpoint 3, Section 2 of Ops 
Scenarios 2, 3, 5, 7, 9, 10, 11 
Brief developed by Proximity 
and 12 always require amends to 
Account Handling must be approved 
the data brief
by GAD, BBC and Capita
Example of Section 2 of Ops 
Brief can be found in the notes 
section
Proximity Account Handling develop 
or amend Data Matrix to be 
approved by BBC
Example of Data Matrix can be 
found in the notes section
Proximity Data Selections team 
updates the Siebel data processing 
brief where necessary
Example of the Siebel data 
processing brief can be found in 
the notes section
Briefs affected by contact strategy 
changes will be reviewed and 
impact-assessed by the Ops 
Director
Proximity Data Selections team post 
ck
the revised brief for approval on 
BRAIN. Capita also see the brief as 
an FYI.
Example of the checklist can be 
found in the notes section
The BBC, Proximity
mments/feedba
Analytics, Ops Director (or
Co
GAD Ops) and Account
handling approve the brief
using BRAIN and the data
selections checklist
The approved brief is stored on 
BRAIN for reference 
Proximity Data Selections develop/
amend segmentation on Siebel and 
test run selection
New/ Amended data selection is 
approved in Siebel by Proximity 
Data Selections
After Checkpoint 4
Campaign is executed and mailing 
files are generated from Siebel
Orchestra Bristol receives files and 
uses the data matrix and the 
production brief to correctly process 
the files 
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence











F&G) White Proof Creation and Approval Process
Orchestra Bristol receive 
Data Matrix from Proximity 
London
Base Stationery from 
Orchestra Wooton, 
referenced by the Print 
code
Copy documents from the 
relevant job bag on BRAIN
One example for each 
mailing cell on the Data 
Orchestra Bristol prepare 
Matrix
white proofs, and add a 
Variable data is inserted 
using last month’s live data
proofing checklist to the 
Other specific information 
job bag on BRAIN
from the Data Matrix
Orchestra Bristol post the 
white proof document to 
the Production section of 
the relevant job bag in 
BRAIN, and notify 
Proximity Account 
Where SLAs permit, 
Handling 
Proximity Account Handling 
will check the proofs before 
circulation
Proximity account handling, 
the BBC and Capita 
ck
approve every white proof 
Proximity account 
document
handling access the file on 
For Welsh versions, the 
BRAIN and then set 
Welsh translator (Ken 
Owen) will also add his 
approvers, relevant to the 
approval 
job
mments/feedba
Co
The checklist is used to 
ensure that all necessary 
items are checked.  For an 
example of the checklist 
and full details, please see 
All parties (Proximity, 
the notes section
BBC, Capita) approve the 
SLAs for approval of whites 
proof using the interactive 
and lives is 48 hours
checklist on BRAIN 
(checkpoint 4 has been 
passed)
Once approval has been 
given from the BBC, 
Capita and Proximity 
account handling, 
Proximity account 
handling advise Orchestra 
Bristol to proceed to Live 
proofs
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence











H&I) Live Proof Creation and Approval Process
Orchestra Bristol receive 
approval of white proofs 
by Proximity London, and 
approval to proceed to 
Live proofs
All details as per the approved 
white proofs
Inclusion of live data mailing files 
referenced from the data matrix on 
BRAIN
Inclusion of live lookup / variable 
Orchestra Bristol prepare 
data, using the lookup table stored 
Live proofs and data 
on BRAIN
dumps, adding a proofing 
Inclusion of data dump from live 
mailing files
checklist to the job bag on 
BRAIN
Orchestra Bristol post the 
live proof document and 
data dump to the 
Production section of the 
relevant job bag in BRAIN, 
and notify Proximity 
Account Handling 
Proximity account handling, the 
BBC and Capita approve every live 
proof document
ck
For Welsh versions, the Welsh 
Proximity account 
translator (Ken Owen) will also add 
handling access the file on 
his approval 
BRAIN and then set 
approvers relevant to the 
job
mments/feedba
Co
The checklist is used to ensure that 
all necessary items are checked
Orchestra send live SEPs to Capita 
for OCR and 2D barcode test 
scanning
For an example of the checklist and 
All parties (Proximity, 
full details, please see notes 
BBC, Capita) approve the 
section
proof using the interactive 
checklist on BRAIN
Once approval has been 
Senior countersigning is performed 
by Account Directors and 
given from the BBC, 
Operations Manager
Capita and Proximity 
account handling, 
Proximity account 
handling take proofs to 
daily proofing clinic for 
countersigning by 
Account Director
Once senior 
countersigning has taken 
place then Proximity 
account handling give 
Orchestra Bristol approval 
to print and mail
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence