In the world of transactional print and mail, accuracy must be a priority and a pillar of production. One mis-mailing can trigger noncompliance violations and impact customer trust. If choosing to outsource these communications, you need to be confident that providers have accurate mailing services.
So, what does this mean, and what measures must be in place for accuracy to remain high?
What Are Accurate Mailing Services?
In transactional communications, accurate mailing services describe processes and technology that ensure customers receive the correct documents.
These processes and technology have roles to play that monitor the entire production workflow. Every task within these must have accuracy considerations. Otherwise, you leave yourself exposed to risk.
Processes and Technology That Strengthen Accuracy
What makes a transactional printer accurate? It’s a metric they measure based on the percentage of mailings delivered to the proper recipient. Achieving a high rating here requires adopting processes and technology along with continuous improvement.
Standard Works and Accuracy
Lean Manufacturing can be an instrumental framework for accuracy. Standard works are a key component of this. They are step-by-step tasks that establish precise procedures for every part of the production process.
Typically, those doing the work develop the standard works, as they are the experts. This proactive response to task optimization has accuracy implications. Standardizing workflows ensures that each operator follows the same path. Creating these enables a reliable, repeatable process.
Standard works are a key component in quality assurance, which improves the process by auditing. The alternative is quality control, which only identifies defects after the fact.
Improving the Accuracy of Addresses
Another element of accuracy is the deliverability of mailings. You may have high rates of returned mail; it’s wasteful and costly. Address hygiene tools can eliminate much of this. It’s a process that involves accessing USPS address change data, correcting misspellings, removing duplicates, and making comparisons to a “bad” address database.
Achieving Industry-Leading Accuracy with Intelligent Insertion
Inserting documents into envelopes is an automated production process. By applying advanced technology and using optimal frameworks, you can achieve near-perfect accuracy in mailings.
It starts with the White Paper Factory, which is a production approach that marries fully digitally composed files with in-line production and intelligent insertion.
Intelligent insertion consists of these features:
- Cameras scan unique 2D barcodes on each document that define the addressee and grouping.
- Inserters use this information to fold the correct number of pages into the envelope.
- An integrity camera takes a photo of the insertion for validation. Image decoding then identifies each letter’s unique sequence number, matched against a daily file.
By using these best practices, we’ve been able to achieve and maintain an accuracy rating of 99.9999%. It leads all other businesses in the transactional industry.
Accurate Mail Services with PCI Group
There are opportunities to increase accuracy all across the transactional communication lifecycle. We have a culture of accuracy that we regularly refine through auditing and technology enhancements. All the elements described above are part of our Letter DNA program, an end-to-end integrity mail solution. Once the letter goes through all the internal checks, PCI PinPoint tracks it through the mail stream and confirms delivery.
You have a complete and accurate record of every mailing. If issues arise regarding accuracy, you can easily look up what occurred.
With these protocols, you can rely on our team to deliver accurate mail services for all sensitive and regulated letters. Feel confident in accuracy by talking to our team today.
