Tracing Unclaimed
Helping institutions reconnect beneficiaries with unclaimed assets.
Tracing Former Members and Beneficiaries
BATHO PELE LEGAL SERVICES (PTY) LTD has access to 90 million up to date data with access to RICA, links with 10 credit bureaus(Consumer Profile Bureau (CPB), Cred-IT Data Risk Management Solutions, Experian, Inoxico, Lexis Nexis Risk Management Services, and Tenant Profile Network (TPN), TransUnion, xds and data solutions companies). On receipt of unclaimed records, we match whatever details we receive from our client to produce results and we subject results to a distinct procedure which comprise of
• Demographic layout
• Address and Lifestyle
By running all queries through this process, we are able to enrich our data in order to create a successful trace the best chance of contacting the beneficiaries
Our Taylor Made system has a capability to service over 100 million members, with a well-oiled procedure to increase call centre staff when required. ELECTRONIC SUBMISSIONS members can be uploaded electronically, Physical documents are required for initial handover.
All available forms of communication are used such as direct contact via telephone, text messages, email, mail, facsimile, registered mail, and personal visits by the messenger of the Court or by the local Sheriff’s representative
• The current details of members and former members that are traced electronically
This is often referred to as “Desktop Tracing”
• Members are located through a data-matching process
• Members traced are validated through telephonic confirmation process
This is often referred to as a “Ready to pay document”
• Documents are requested from the member following telephonic contact
• Once documents are collected, they are assessed to ensure compliance with administrators’ requirements
• Once finalised, documents are delivered either electronically or by hand
All successful documents received are compiled and attached to a spreadsheet ready to be sent to the Client either electronically or in hard copy.
• Payment of services are only on a success basis
This process is undertaken when a desktop trace is unsuccessful and would require written authorisation
• This service is also utilised when members are deceased and family members are required to be traced
• This method of tracing is more intensive and requires the skills of an investigator to locate a member or beneficiary
• A document collection and collation process are undertaken following the successful trace of a member or beneficiary
The first process in a tracing exercise is to establish confirmation of the members existence
• Should a member or beneficiary be deceased, a date of death is confirmed
SECTION 37C CATERS FOR THE FOLLOWING FOUR SCENARIOS – WHERE THE DECEASED IS SURVIVED BY:
• Dependents only (no nominees) – sub-section (a)
• Nominees only (no dependents) – sub-section (b)
• Dependents and nominees – sub-section (ba)
• No dependents and no nominees – sub-section (c).
This service confirms the validity of a member or beneficiary’s bank account detail
This service confirms the validity of a member or beneficiary’s ID number
• Experience and expertise in tracing unclaimed benefits for retirement funds;
• Call Centre capability and expertise in addressing member queries and fund specific requirements, thereby relieving trustees and administrators of the huge burden from incoming member queries;
• Ability to handle the review, capture and correction of incoming option forms and other documentation;
• Formal follow-up processes for outstanding documentation;
• Ability to identify and correct incorrect former member data received from the fund;
• Method and frequency of delivering tracing results and documentation to the fund;
• Quality assessment and control procedures to reduce risk factors;
• Additional services that can be provided to reduce workload at an administrator level which is constrained by resource shortages and easily results in unnecessary bottlenecks; and
• Internal fraud and error risk systems to protect fund against financial losses incurred.
• Telephone call recording which provides audit trail and quality control;
• Multi-lingual, multi-channel and multi-shift call centre;
• Strategies to reach members who have emigrated or live in rural areas, including social media and forensic tracing;
• Dedicated quality control personnel auditing of all telephone calls and documents received/captured every month with minimum compliance level set;
• A success-based fee model with no take-on or initial charges;
• Online real-time reports, documents and search functionality for administrator and trustees;
• Formal outstanding and error document follow-up processes which are system driven 7, 14, 21, 30 and 45 days after initial contact using SMS, email and telephone; and
A postal tracing strategy for no possible telephone numbers or invalid telephone numbers, to enhance contact rates
BATHO PELE LEGAL SERVICES (PTY) LTD has access to 90 million up to date data with access to RICA, links with 10 credit bureaus(Consumer Profile Bureau (CPB), Cred-IT Data Risk Management Solutions, Experian, Inoxico, Lexis Nexis Risk Management Services, and Tenant Profile Network (TPN), TransUnion, xds and data solutions companies). On receipt of unclaimed records, we match whatever details we receive from our client to produce results and we subject results to a distinct procedure which comprise of
• Demographic layout
• Address and Lifestyle
By running all queries through this process, we are able to enrich our data in order to create a successful trace the best chance of contacting the beneficiaries
This process is undertaken when a desktop trace is unsuccessful and would require written authorisation
• This service is also utilised when members are deceased and family members are required to be traced
• This method of tracing is more intensive and requires the skills of an investigator to locate a member or beneficiary
• A document collection and collation process are undertaken following the successful trace of a member or beneficiary
The first process in a tracing exercise is to establish confirmation of the members existence
• Should a member or beneficiary be deceased, a date of death is confirmed
SECTION 37C CATERS FOR THE FOLLOWING FOUR SCENARIOS – WHERE THE DECEASED IS SURVIVED BY:
• Dependents only (no nominees) – sub-section (a)
• Nominees only (no dependents) – sub-section (b)
• Dependents and nominees – sub-section (ba)
• No dependents and no nominees – sub-section (c).
This service confirms the validity of a member or beneficiary’s bank account detail
This service confirms the validity of a member or beneficiary’s ID number
• Experience and expertise in tracing unclaimed benefits for retirement funds;
• Call Centre capability and expertise in addressing member queries and fund specific requirements, thereby relieving trustees and administrators of the huge burden from incoming member queries;
• Ability to handle the review, capture and correction of incoming option forms and other documentation;
• Formal follow-up processes for outstanding documentation;
• Ability to identify and correct incorrect former member data received from the fund;
• Method and frequency of delivering tracing results and documentation to the fund;
• Quality assessment and control procedures to reduce risk factors;
• Additional services that can be provided to reduce workload at an administrator level which is constrained by resource shortages and easily results in unnecessary bottlenecks; and
• Internal fraud and error risk systems to protect fund against financial losses incurred.
• Telephone call recording which provides audit trail and quality control;
• Multi-lingual, multi-channel and multi-shift call centre;
• Strategies to reach members who have emigrated or live in rural areas, including social media and forensic tracing;
• Dedicated quality control personnel auditing of all telephone calls and documents received/captured every month with minimum compliance level set;
• A success-based fee model with no take-on or initial charges;
• Online real-time reports, documents and search functionality for administrator and trustees;
• Formal outstanding and error document follow-up processes which are system driven 7, 14, 21, 30 and 45 days after initial contact using SMS, email and telephone; and
A postal tracing strategy for no possible telephone numbers or invalid telephone numbers, to enhance contact rates
Batho Pele Legal Services (PTY) LTD is an independent focused tracing provider to the retirement fund industry. We provide a range of unique services relating to the tracing of former members and beneficiaries of retirement funds.
We are well established within the tracing environment with a state of the art contact centre with fully trained agents, and have geographical tracing agent exposure in all magisterial districts in the country. In response to the requirements within the retirement fund business we have developed a bespoke software package based on these requirements. The uniqueness and quality of our service is however embedded in our people and in the process that has been developed to cater for both the administrators of funds as well as the beneficiaries of funds:
Since inception, Batho Pele Legal Services (PTY) LTD invested in new technologies that have greatly increased our operational effectiveness whilst at the same time improving efficiencies. In conjunction with our continuous training and up skilling of staff, these investments have enabled us to remain the industry leader while providing cost-effective products and service offerings.
Batho Pele Legal Services (PTY) LTD has extensive knowledge about the retirement fund industry whilst complying with governance and compliance principles, giving trustees peace of mind.
We understand that a positive trace is the single most important result, and in doing so have established a formidable reputation as a tracing company within the retirement fund industry.
Batho Pele Legal Services (PTY) LTD has been built by establishing long-term relationships with its clients. We recognize that every client is unique and faces a different set of challenges. Understanding the needs of our clients and the retirement fund industry, we take the time to focus on how our solution can provide the maximum benefit to our clients.
When you choose Batho Pele Legal Services (PTY) LTD as your business partner you’ll be working with a highly trained team that understands your Fund needs and the issues you face. We are committed to providing you with the latest technologies, proven systems and service excellence.
Our Taylor Made system has a capability to service over 100 million members, with a well-oiled procedure to increase call centre staff when required. ELECTRONIC SUBMISSIONS members can be uploaded electronically, Physical documents are required for initial handover.
All available forms of communication are used such as direct contact via telephone, text messages, email, mail, facsimile, registered mail, and personal visits by the messenger of the Court or by the local Sheriff’s representative
• The current details of members and former members that are traced electronically
This is often referred to as “Desktop Tracing”
• Members are located through a data-matching process
• Members traced are validated through telephonic confirmation process
This is often referred to as a “Ready to pay document”
• Documents are requested from the member following telephonic contact
• Once documents are collected, they are assessed to ensure compliance with administrators’ requirements
• Once finalised, documents are delivered either electronically or by hand
All successful documents received are compiled and attached to a spreadsheet ready to be sent to the Client either electronically or in hard copy.
• Payment of services are only on a success basis
