DataOceans, LLC

Helps business teams create, govern, and deliver accurate personalized communications faster, with less reliance on IT and external vendors.

Helps organizations maintain current customer letter templates and manage approvals, records, audits, and delivery.

Helps organizations deliver personalized billing statements that encourage digital adoption, support faster payments, and streamline operations.

Gives customers secure self-service access to account tasks, documents, payments, and support, reducing reliance on customer service teams.

Moves communications production and fulfillment to a hosted service, helping organizations reduce in-house operational demands across print and digital channels.

Capabilities to design, personalize, deliver, and govern customer communications across print and digital channels to ensure consistency, compliance, and efficient workflows.

Products: Customer communications managed services, Letter Manager, Statement Manager, Compliance Hub+

Capabilities for regulated organizations to manage required customer notices through attorney-maintained templates, regulatory updates, governed approvals, version tracking, and auditable delivery records.

Products: Compliance Hub+, Letter Manager

Branded, secure external-facing portals and workflows that allow customers or suppliers to view and update records, submit requests, and interact with production data with granular access controls and audit logs.

Products: DataOceans Customer Portal

Letter Manager

Letter Manager is a no-code, self-service platform for creating, managing, and delivering customer letters, notices, and other critical communications. Business users can update content, templates, and data mappings through guided workflows without relying on IT or external partners. It supports reusable templates, personalized letters, scheduled print and digital delivery, and tracking of edits, approvals, and delivery milestones. The platform can map data from source systems and generate output for integration with an organization’s archive of record. Related adverse action notice capabilities support secure electronic access for declined applicants without an app, account, or login, with automatic print fallback when electronic delivery cannot be confirmed.

• Create And Update Letters Without IT
  Business users can make routine content and template changes directly, reducing dependence on IT and external vendors and helping teams respond more quickly to changing needs.
• Enable Secure Access Without Accounts
  Give declined applicants a direct way to view their notice without requiring an existing customer portal account, app download, or new login credentials.
• Route Letter Changes Through Approval
  Defined roles and review steps help teams manage changes consistently and ensure communications are reviewed and approved as part of the production process.
• Track Changes And Prove Compliance
  A record of versions, edits, approvals, and process milestones gives teams visibility into communication changes and supports compliance reviews and audits.
• Schedule Delivery Across Channels
  Coordinated delivery options help teams send communications through print or digital channels and schedule them to reach customers at the appropriate time. Automatic print fallback supports adverse action notice delivery when electronic delivery cannot be confirmed.
• Support Regulated Notice Workflows
  Coordinate notice composition, delivery, print fallback, and retained records in a workflow that supports review of relevant regulatory requirements and upstream eSign consent.
• Map And Import Letter Data
  Teams can connect source data to the appropriate fields in their communications and manage import definitions, supporting accurate generation as data requirements change.
• Generate Personalized Customer Letters
  Mapped data and customizable content help teams produce letters suited to specific recipients and communication needs.
• Retain Timestamped Delivery Records
  Keep timestamped archived records and an audit trail as part of the notice delivery process.
• Protect Applicant Data
  Handle applicant data within a solution that is SOC 2 Type II audited and designed for security needs in regulated financial services.
• Connect Letter Output To Existing Systems
  Mapping source data and integrating generated output with an existing archive can support letter production while minimizing changes to established processes.

Compliance Hub+

Compliance Hub+ provides functional, attorney-produced default letter templates for all 51 U.S. jurisdictions, including Notices of Intent, Right to Cure notices, and Post-Sale Explanations. Attorney partners proactively track statutory and regulatory requirements and update templates with redlines and detailed legal memoranda. The solution supports review, approval, and delivery of compliant communications without IT support or external vendors, with centralized reporting, version and approval tracking, an archive, and print and digital delivery options.

• Access Jurisdiction-Specific Letter Templates
  Give teams access to attorney-produced default templates for all 51 U.S. jurisdictions, including Notices of Intent, Right to Cure notices, and Post-Sale Explanations.
• Keep Letter Templates Current
  Use templates updated by attorney partners to reflect relevant statutory and regulatory changes, with redlines and detailed legal memoranda available to support review.
• Review And Approve Letters Faster
  Support a streamlined review and approval process so teams can send compliant communications in minutes, without depending on IT support or outside vendors.
• Track Letter Changes And Support Audits
  Maintain detailed tracking of letter versions, edits, approval actions, and delivery steps to strengthen oversight and support audits.
• Deliver Letters Across Channels
  Use print and mailing workflows, including First-Class and Certified Mail with return receipts, alongside consent-aware digital delivery and online presentment when needed.
• Find Required Documents Quickly
  Access archived documents centrally to reduce manual searches for records needed for compliance and customer service.
• Improve Address Accuracy
  Use NCOA and CASS-certified reporting to support address accuracy in customer communications.

Statement Manager

Statement Manager is a billing communications solution for designing, managing, and delivering clear, personalized statements across print and digital channels. It supports statement templates and data mapping, dynamic messaging and regulatory disclosures, QR codes and digital payment links, automated data processing, and print fulfillment. These capabilities help organizations encourage digital adoption, reduce customer confusion and billing inquiries, support faster payments, and improve operational efficiency.

• Adapt Statement Designs Across Brands
  Configure branded statement layouts and templates for different client brands, with clear billing details and design elements tailored to the statement.
• Personalize Messages And Target Offers
  Use dynamic content to present relevant messaging and promotions on statements, supporting customer engagement and cross-sell or upsell opportunities.
• Deliver Statements Across Customer Channels
  Support both printed and digital statement delivery so organizations can serve customers through their channel of choice and promote eDelivery.
• Connect Billing Data To Statement Templates
  Map billing data from existing production sources to statement templates, supporting statement generation with relevant account information.
• Link Printed Statements To Digital Payments
  Give customers a direct route from a statement to a payment portal, helping them find payment options and complete payments more easily.
• Reduce Manual Statement Processing
  Automate billing data processing to reduce manual work and support more accurate statement production.
• Manage Print Fulfillment And Undeliverable Mail
  Use print fulfillment services and mail-management capabilities, including NCOA and CASS reporting feedback and handling for undeliverable mail.
• Include Relevant Regulatory Disclosures
  Add disclosures based on customer location or account type to help ensure statements contain the required information for the relevant audience.
• Encourage Digital Delivery And Payments
  Use relevant incentives and calls to action within statements to promote digital statement delivery and payment options.
• Streamline Statement Reviews And Approvals
  Simplify approval and audit workflows so statements can move through review and delivery with less delay.
• Export Statements To Existing Archives
  Send statement documents to in-house archives and align the archive connection with existing processes.

DataOceans Customer Portal

DataOceans Customer Portal is a secure self-service portal that helps customers manage accounts, view statements and other documents, manage communication preferences, and make online payments. Organizations can use it to enhance an existing portal or deploy a comprehensive portal solution, with branding and integrations tailored to their needs. Features include one-time and recurring payments, access controls, accessibility support, and optional real-time chat integration. By giving customers convenient digital access to account tasks and support, the portal can reduce reliance on call centers and help organizations improve customer engagement and operational efficiency.

• Manage Accounts Independently
  Customers can handle account tasks and update their information online on their own schedule, reducing the need to contact customer service.
• Make Flexible Online Payments
  Customers can make secure one-time or recurring payments through the portal, giving them convenient ways to pay and helping reduce late payments and collection issues.
• Access Documents And Statements
  Customers can find and view statements and other communications online, including through an archive in described deployments, rather than relying solely on mailed documents.
• Protect Customer Data
  PCI Level 1 compliance, secure login options, and access controls help protect customer data and support a secure portal experience.
• Connect Existing Systems And Providers
  Integrations connect the portal with existing organizational systems and payment providers, while supporting deployments that extend an existing customer or member portal.
• Access Services Across Devices
  Customers can access portal content and workflows across devices, with accessibility considerations intended to make communications and payments easier to navigate for people of all abilities.
• Review Payment History
  Customers can review their payment history online as part of managing account and payment tasks.
• Manage Communication Preferences
  Customers can manage communication preferences online, giving them control over how they interact with the organization.
• Match Your Organization's Brand
  Organizations can tailor the portal's branding and features to provide an experience that reflects their identity and requirements.
• Support Complex Customer Interactions
  Staff can use administrative portal functionality to handle more complex customer transactions, supporting service interactions across digital and phone channels.
• Unify Data For Actionable Insights
  Consolidating information from different sources can help organizations gain actionable insights and make informed decisions.
• Connect Customers With Support
  Integration with existing chat servers gives customers a direct channel to support teams and can help resolve issues promptly.
• Tailor Customer Interactions
  Organizations can adapt the portal experience to industry-specific needs and provide relevant customer interactions.

Customer communications managed services

DataOceans hosted managed services support customer communications production and delivery, including statement production, print and electronic fulfillment, and document archival. The service provides a hosted platform that can ingest and normalize data from different legacy systems, apply configurable document templates, and produce print-ready output for fulfillment by a print partner. It helps organizations move communications operations from in-house systems to a hosted service and supports scalable customer communications for organizations and their clients.

• Outsource Communications Operations
  Move communications production and management to a hosted service, reducing the need to operate the supporting systems and processes entirely in-house.
• Produce Modernized Statements
  Generate customizable statements from existing-system data, with modern layouts and variable content for customer communications.
• Deliver Across Print And Digital
  Fulfill communications through print and electronic delivery, including print-ready output for print partners and electronic statements for eDelivery.
• Connect And Normalize Legacy Data
  Use data from different legacy systems with customizable document templates without relying on the legacy systems to support every communications requirement.
• Customize Templates And Messages
  Adapt document layouts and content using presentation, personalization, and business rules, including targeted messages for individual customer communications.
• Optimize Print Fulfillment
  Prepare print-ready communications for partner fulfillment and optimize document output to support more efficient print and mailing operations.
• Archive Customer Documents
  Keep customer documents in an archive for later access as part of communications management.