Auto Insurance Print and Mail Services

Auto insurance print and mail services provide outsourced turnkey fulfillment of these documents. These statements or letters include confidential and sensitive information, so they fall into the category of transactional. Sending these to your customers requires accuracy, consistency, compliance, and quality. PCI Group is a leading outsourced transactional print and mail company offering these solutions to the auto insurance industry.

The Benefits of Outsourcing Auto Insurance Print and Mail Services

Even with the age of digitization, some of your policyholders want to receive documents in the mail. Even if your volume decreases, your costs won’t. It’s a leading reason companies choose to outsource, but there are many benefits to realize.

Reduce Costs

When you outsource, costs relating to materials and postage decrease, as the organization’s high volume leads to better rates. You also eliminate expenses related to equipment, technology, labor, and facility overhead costs.

Enhance Accuracy

In transactional mail, accuracy is essential. We apply advanced processes and technology to meet these standards and have an industry-leading 99.9999% accuracy rating.

Our approach to accuracy includes several proprietary methods, including intelligent insertion, barcode scanning, the USPS Intelligent Mail® barcode (IMb), high-speed cameras, and integrity cameras. This method tracks documents from production through delivery by the USPS. Integrity cameras read the barcodes to ensure each page folds separately into the envelope. Another camera takes a photo of the inserted envelope to verify the correct insertion.

Improve the Consistency of Quality

Quality in auto insurance transactional print and mail has two meanings. They relate to consistency in production and accurate branding. We run a robust quality assurance program by applying Lean Manufacturing and Six Sigma. It consists of over 270 standard works, which are documents that break down every task in a process. The use of these standardizes the work across every operator, shift, and location. We continuously evaluate quality by performing 40,000 audits yearly, with an average grade of 99.89%.

Strengthen Compliance and Data Security

Compliance with auto insurance print and mail is mandatory. As we only produce transactional print and mail, everything we do has compliance in mind. We hold certifications in SOC I & II, HIPAA, HITRUST, PCI-DSS, and FISMA. We also have a full-time Compliance Officer to lead all efforts relating to compliance.

Part of compliance is data security. Highlights of our strategy include:

  • Data transmission via SFTP
  • Encryption of data while in transit and at rest
  • Advanced firewalls
  • Intrusion Prevention Systems (IPS)
  • User-level security

Physical security is also a component. Our measures include:

  • Access-limiting key cards.
  • Door alarms.
  • Internal and external cameras.
  • A gated entry.
  • A secure property perimeter.

Elevate Customer Engagement

Auto insurance print and mail services can also boost customer engagement. Your customers take the time to read these documents, making them an excellent place for messaging. We can dynamically print on each statement using the White Paper Factory (WPF) framework. It marries fully digitally composed files with in-line print production.

The WFP allows you to customize communication and segment for upselling, cross-selling, or delivering key information about their policies. It also eliminates the need to pre-print and store templates.

Keep in mind that these outsourcing benefits are elements to consider when assessing a provider. So, what should you seek in a partner?

Evaluating Auto Insurance Print and Mail Services

Use these criteria when reviewing printers for auto insurance transactional print and mail.

  • Choose a transactional-only printer: Remove companies from your list that don’t solely produce transactional documents. Those that print anything may have gaps and limitations around accuracy, security, and compliance.
  • Opt for those with in-house transition experience: If you’re going to migrate to outsourcing, be sure your partner has a proven, seamless strategy to do so.
  • Look for how innovative they are: The best provider has proven processes and workflows that leverage the most specialized options for transactional print and mail.
  • Work with a company with industry expertise: Your print and mail company should have experience in the insurance realm and understand regulatory requirements.
  • Select an organization that offers visibility: With our trakPCI platform, you can view a job from data transmission to delivery of the letter. You’ll be able to view real-time dashboards and run a variety of reports in a web-based, secure portal.
online business document management

Utilizing our online, account management system, trakPCI, customers can monitor and control all of their production jobs. trakPCI provides you with real time status of all of your communications from data transfer, through production to U.S. Postal Service pick-up and delivery.

What Types of Auto Insurance Print and Mail Communications You Can Outsource?

  • Claims Letters

  • Policy renewals and declarations

  • Monthly billing statements

  • Policy reinstatement notices with Proof of Mailing (POM)

  • Lender-related communications

print mail compliance
Our security practices include:

Physical Security

Includes gated property access, key cards, door alarms, security cameras, and gated entryways.

Data Security

All data files are encrypted during transfer and at rest while at PCI. These files are also secured by user permissions that are enforced by company policies.

Secure Data Standards

We use secure transmission protocols (SFTP) and Thales HSM system encryption for files at rest, along with an additional firewall network Intrusion Prevention System (IPS) – in addition to a multi-tiered architecture that separates the web layer from the data layer for added security.

Secure Data Archival

Several options are available. Access to client input is limited to authorized personnel.

Document Security

Documents containing personalized or sensitive customer data are deleted or shredded using PCI document destruction equipment.

Employee Training

In accordance with Payment Card Industry Data Security Standards (PCI DSS), the Health Information Portability and Accountability Act (HIPAA) Security Rule, and the Federal Information Security Management Act (FISMA) requirements, PCI Group maintains a formal Security Awareness Program. The core tenants of the program consist of the following:

  • Awareness
  • Training
  • Education

Our Security & Compliance Officer (SCO) oversees training, and ongoing education to all employees through online tutorials, presentations, lessons learned feedback, and shared documents.

Transitioning to Outsourced Auto Insurance Print and Mail

The transition to outsourcing doesn’t have to be complicated. We have a proven process for moving your print from in-house to outsourcing. We’ve done this for many insurance companies, ensuring it’s seamless and coordinated. We do everything from assessing your current state and recommending improvements to providing a dedicated implementation team.

Partner with PCI Group for Auto Insurance Print and Mail Services

Whether you’re doing it in-house or unhappy with your current vendor, talk to our experts about how we can help. We’ll reduce your costs while improving quality, compliance, accuracy, and security.

No Hassle / No Commitment
Free Consultation For Your Auto Insurance Printing

Want to learn more about how PCI Group can help you improve your customer communications?
We offer a free 30-minute consultation.

If you’re ready to improve the productivity and efficiency of your communications and drive better customer engagement
contact us today.

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