From print to digital – A guide to the evolution of secure shareholder communications

For anyone involved in shareholder communications, financial documentation, investor relations or corporate transactions, this article offers practical insight into the importance of combining dependable print and mail processes with secure digital solutions including Perivan’s Engage virtual data room platform.

Shareholder communications have changed significantly over the past 25 years, with technology, regulation, security and client expectations all influencing how sensitive information is produced, managed and delivered. In this article, we explore what it takes to keep these communications secure, accurate and on time and how the balance between print and digital continues to evolve.

To understand the challenges from an industry perspective, we spoke with Robin Bishop, Director at Perivan, exploring key areas from the changing legal landscape and data security to fixed deadlines, trust, communication and sustainability. The following article brings together insights from our conversation, including Robin’s perspective on Perivan’s long-standing partnership with Flight and the factors that have helped make it successful for more than 25 years.

“Could you briefly introduce Perivan and your role?”

I’m Robin Bishop, a Director at Perivan, and I’ve spent my entire career in financial communications and document production, including the last 29 years with Perivan.

Perivan specialises in document and communication solutions that help publicly listed companies engage effectively with investors and stakeholders. Headquartered in the City of London, we’ve continually evolved our services to meet the changing needs of our clients. Today, we are the UK’s leading producer of annual reports, IPO prospectuses, M&A documentation and shareholder communications.

Alongside our document production expertise, we provide a range of complementary technology and creative services. These include Engage, our secure virtual data room, which supports transactions, online roadshows, secure corporate document management and proof distribution, as well as specialist corporate design services and BrandEnable, our brand management platform.

“How has Flight supported Perivan over a 25-year business relationship?”

When Perivan first partnered with Flight, the fulfilment of shareholder communications was largely a manual process. Annual reports, accounts, proxy forms and other investor documentation were prepared using pre-printed address labels supplied by registrars, with labels applied by hand. Packs were manually collated and fulfilled, and every communication was distributed through the postal network.

As the industry has evolved, so too has our partnership. Together with Flight, we have adapted to changing client expectations, tighter regulatory requirements and advances in technology, with continued investment in secure fulfilment processes, operational flexibility and experienced people helping us maintain the reliability and responsiveness our clients depend upon. Today, we continue to work closely to deliver accurate, time-critical shareholder communications, helping listed companies meet statutory deadlines and communicate effectively with investors and other stakeholders.

The Changing Legal Landscape

Data Security

The legal and regulatory requirements surrounding the handling of shareholder data have evolved significantly over the past two decades. As communications have become increasingly digital and global, robust data protection, information security and compliance have become fundamental to maintaining client and shareholder confidence and protecting market integrity.

Perivan and Flight have continually strengthened our processes to ensure the secure transmission, handling and storage of highly confidential information throughout the production and distribution lifecycle. This enables our clients to meet demanding regulatory obligations while maintaining the highest standards of security.

At the same time, market-sensitive projects often require last-minute changes to data immediately before production. Out-of-hours data processing, address validation, print production and fulfilment have become commonplace to ensure statutory and postal deadlines are met without compromising accuracy or security.

Alongside our print and distribution services, Perivan also offers Engage, our secure virtual data room, enabling both clients and partners to manage and share confidential corporate information during transactions, online roadshows and other time-critical corporate events. Together, these capabilities provide a secure end-to-end solution for physical and digital shareholder communications.

Affidavits / Witness Statements

Affidavits and witness statements remain an important part of many shareholder mailings, providing formal confirmation that statutory communications have been entered into the postal system within the legally prescribed notice periods. Although technology has transformed much of the production process, the legal significance of these documents has not diminished.

Having a partner that understands both the operational requirements and the importance of maintaining a clear audit trail gives our clients confidence that every mailing has been handled correctly and compliantly.

Working to Fixed Deadlines

One aspect of shareholder communications has never changed: the mailing deadline is fixed from the outset. Statutory notice periods leave no room for delay, regardless of what happens during production.

Over many years of working together, Perivan and Flight have developed the experience to anticipate potential challenges before they become problems. Whether it’s late data changes, proof amendments, print issues, paper availability, postal specifications, machineability or last-minute registrar updates, our teams work backwards from the mailing deadline to build a realistic production schedule. That planning, combined with clear communication and a flexible approach from Flight, enables us each to deliver even the most complex projects on time.

Trust and Discretion

Our clients entrust us with highly confidential information, often relating to market-sensitive transactions and shareholder communications. Trust and discretion are therefore fundamental to everything we do.

Over more than 25 years, Flight has consistently demonstrated the professionalism, reliability and confidentiality required for this type of work. That mutual trust allows both organisations to work seamlessly together, giving clients confidence that their most important communications are in safe hands.

Communication

Successful delivery depends on more than reliable systems and slick processes; it depends on good people who understand the client’s needs. Throughout our long partnership, open and proactive communication between the Perivan and Flight teams has enabled issues to be identified early, decisions to be made quickly and projects to stay on track. That collaborative approach is particularly valuable on fast-moving transactions, where timelines can change by the hour.

Looking to the Future

Shareholder communications will continue to evolve as technology, regulation and investor expectations change. While digital channels will play an increasingly important role, printed communications will remain essential for many statutory processes.

Perivan and Flight are committed to continuing that evolution together, investing in technology, security and sustainable solutions while maintaining the responsiveness and expertise our clients rely on for their most business-critical communications.

Sustainability

Sustainability is becoming an increasingly important consideration for our clients, and it’s important that our supply chain shares those values. Flight’s commitment to reducing its environmental impact, together with its wider ESG initiatives and charitable activities, complements Perivan’s own approach to responsible business.

Working with partners who are committed to continual improvement helps us support our clients’ sustainability objectives while maintaining the high standards they expect.

What does Perivan value about the partnership with Flight?

What we value most is Flight’s consistency. Over more than two decades, Flight has proved itself to be dependable, responsive and adaptable, regardless of the complexity or timescales involved. They understand our business, our clients’ expectations and the importance of delivering every project accurately, securely and on time. That shared commitment has helped build a genuine long-term partnership rather than simply a supplier relationship.

Could Perivan describe Flight in one sentence?

“Flight is a trusted extension of the Perivan team, consistently delivering secure, reliable and time-critical fulfilment with professionalism and expertise”.

In conclusion, Robin Bishop says:

“In our industry, you don’t maintain a partnership for more than 25 years unless both organisations consistently deliver for their clients. That’s exactly what Flight and Perivan have done, and we look forward to continuing that relationship for many years to come.”