For organizations managing large volumes of unclaimed property, outreach sounds simple—until it isn’t. Reaching owners is only one part of the equation. The real challenge is handling what happens next without slowing down operations or creating new risks.
That was the situation facing a large, U.S.-based organization in the medical services sector. With activity across multiple jurisdictions, the company maintained records for thousands of unclaimed property owners. Many of those records included valid email addresses, creating a clear opportunity to move toward a faster, more efficient outreach approach.
The question wasn’t whether email would work. It was whether the organization could keep up once owners started responding.
The organization planned an email campaign targeting roughly 17,000 owners. But sending that many emails at once introduced immediate concerns.
A large release could strain internal systems. A strong response rate would create pressure on teams responsible for validating claims, tracking activity, and issuing payments. And without a structured process, even a successful campaign could lead to delays, confusion, or inconsistent follow-through.
The risk wasn’t low engagement—it was the opposite. If thousands of owners responded within a short window, the organization needed a way to keep everything moving without creating backlogs.
To manage this, DMA leveraged its unclaimed property platform, AUPTC (Automated Unclaimed Property Total Compliance), to build a more controlled and connected process. Instead of sending all emails at once, outreach was released in phases. This kept communication steady without putting pressure on internal systems.
At the same time, owner responses were routed through AUPTC’s online Owner Redemption Portal. This allowed responses to be captured and tracked automatically, giving the team real-time visibility without adding manual work.
Just as important, the process didn’t stop at owner responses. As owners engaged, funding requests were sent to the client, and checks were promptly reissued once funding was received. This coordination helped reduce delays that often occur between outreach and payment.
The campaign delivered a 66.5% response rate—well above typical expectations. More than 11,000 owners received payments, with funds returned quickly and efficiently.
What stands out is how the organization handled that volume. Teams weren’t overwhelmed, systems held steady, and owners experienced a straightforward process from outreach to payment.
Beyond the immediate results, the organization now has a process it can easily replicate in the future. Outreach is no longer a one-off effort that strains resources. It’s a structured workflow that holds up even as response activity increases.
That means less manual work, better visibility into responses, and faster turnaround times—without sacrificing control.
For organizations with large owner populations, the challenge isn’t just finding better ways to reach people. It’s about building a process that can keep up with the responses.
By combining unclaimed property expertise with technology like AUPTC, DMA helps organizations move from disconnected steps to a single, coordinated workflow. The result is simpler execution, stronger outcomes, and a process that performs reliably under real-world conditions.
Unclaimed property outreach shouldn’t create delays or strain your team. With the right process, it becomes a controlled, repeatable part of compliance.
DMA helps organizations streamline outreach, manage owner responses, and accelerate reissuance—without adding operational burden.
If your current process is slowing you down or limiting visibility, connect with DMA’s unclaimed property team to see how we can help.