Communications that include sensitive information must meet regulatory rules relating to data protection and privacy. Part of that is the accuracy rate, which indicates how often a mis-mailing occurs in compliant print and mail.
Learn how transactional print and mail companies calculate this rate and what it really means.
What Is an Accuracy Rate in Compliant Print and Mail?
The accuracy rate measures the percentage of documents that reach the correct addressee. Without proper technology and effective workflows, mis-mailings can be a significant issue. While accuracy rates cannot be 100% perfect, professionals in the space leverage both these things to achieve high accuracy.
The Formula for Accuracy Rates
Calculating accuracy rates involves a simple equation.
Accuracy Rate = Number of Correct Mailings/Total Mailings
Example: 9,996/10,000 = 99.96%
In this calculation, there were four errors in the 10,000 batch.
Why Accuracy Matters
Accuracy in compliant print and mail is critical for many reasons, including:
- Meeting compliance standards and preventing non-compliance investigations and fines
- Ensuring customers receive the correct information to avoid any delays in payment or response
- Averting reputational harm, which could happen if the wrong person receives the incorrect letter
Accuracy ties to compliance, response rates, and trust building. It’s not something to discount or not measure. If mis-mailings become more common, you can face consequences that impact your business operations.
How to Achieve the Greatest Accuracy in Compliant Print and Mail
High accuracy rates are the result of innovation, process optimization, and regular auditing. You need all three to reach near perfection. Let’s review each:
Innovation
Intelligent insertion has become foundational to improved accuracy. Here’s how it works:
- Each separate piece of paper receives a 2D barcode at the bottom.
- A camera scans the barcode.
- The information from the barcode prompts the inserter to fold the specific pages for that addressee.
- An additional camera captures the insertion for validation.
It’s not rocket science, but it does require the adoption of modern inserting technology along with barcode creation that contains the correct information.
This is an automated process, but human intelligence and expertise support it.
Process Optimization
The process part encompasses the barcode printing and refining it regularly to deliver the right information. There are also human checks and balances throughout the entire production run.
Regular Auditing
Auditing in the form of quality assurance (QA) offers the best approach. It ties to Lean Manufacturing tenets like standard works. In this strategy, teams audit the process, identifying any deviations. It enables continuous improvement of the workflow.
What’s a “Good” Accuracy Rate?
Many transactional printers publish their accuracy rates, and most boast scores of 99.9%. That seems like a strong number, but here’s where it can be misleading.
If your monthly volume is 350,000 letters, an accuracy rate of 99.9% leaves you with 350 errors. That exposes you to noncompliance risk.
Our accuracy rate is 99.9999%, which is industry-leading. So in the example above, the number of mis-mailings would be 35.
See the difference? That’s why you shouldn’t feel comfortable with just 99.9%
Improve Accuracy Rates with PCI Group
We are experts in accuracy, bringing together technology, process, and continuous improvement. Our accuracy rating is a key reason why our customers are so confident in partnering with us. You can be, too.
Get started by scheduling a no-cost consultation.
