Property and Casualty Insurance Print and Mail Services

Property and casualty insurance print and mail includes a range of documents that fall into the category of transactional. These communications to customers must be timely, accurate, and compliant. With all the costs and protocols necessary to produce these, many in the industry are choosing to outsource this work to a trusted partner. Learn all about PCI Group’s solutions and why it’s a smart business decision to transition.

The Benefits of Outsourcing Property and Casualty Insurance Statements

Many of your customers still want to receive print and mail communications, even as many opt to go completely digital. However, a reduction in your volume doesn’t correlate to cost savings.

Reducing the expense of these operations is a primary reason companies choose to outsource. When you move to an outsourcing model, costs relating to materials and postage decrease, as their high volume leads to better rates. You also eliminate many costs for equipment, technology, labor, and facility overhead costs.

Reducing costs isn’t the only benefit of outsourcing. You’ll also gain many more incentives.

Improved Accuracy

Greater accuracy is a crucial objective for these mailings, and we leverage advanced processes and technology to meet these standards. We’ve achieved an industry-leading 99.9999% accuracy rating as a result of these things.

Our approach to accuracy includes several proprietary methods. We use intelligent insertion through 2D barcodes, the USPS Intelligent Mail Barcode (IMb), and high-speed 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.

Enhanced Quality

Quality in P&C transactional print and mail relates to consistency in production and ensuring your branding is accurate. Through Lean Manufacturing and Six Sigma, we have a robust quality assurance program that includes over 270 standard works, which standardize production across every operator, shift, and location. We continuously evaluate our quality assurance by conducting 40,000 audits each year, with an average grade of 99.89%.

Stronger Compliance and Data Security

Compliance in P&C transactional print and mail is a requirement, with regulations mandating customer communications. Since we focus only on transactional print and mail, everything we do has a compliance component. We hold certifications in SOC I & II, HIPAA, HITRUST, PCI-DSS, and FISMA and employ a full-time Compliance Officer to lead all efforts relating to compliance.

Part of compliance is keeping customer data secure. We have rigorous policies in place and technology in place to prevent breaches, including:

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

In addition, our facilities also have physical security measures in place. Access to production areas is controlled with access-limiting key cards, door alarms, internal and external cameras, a gated entry, and a secure property perimeter.

Greater Customer Engagement

With dynamic printing available through our White Paper Factory (WPF) framework, you can turn standard communications into a vehicle for customer engagement. Personalization is possible with the WPF method, which marries fully digitally composed files with in-line print production. Determine custom messages to your customers based on segmentation for upselling, cross-selling, or delivering key information about their policies. The WPF also eliminates the need to pre-print and store templates.

What to Look for in a Partner to Outsource P&C Communications

When evaluating potential partners for P&C transactional print and mail, you should do so based on these criteria.

  • Transactional only or generic commercial printers: Prioritize those companies that only produce transactional mail, as those that do it all have fewer protocols and policies in place to ensure compliance, security, and accuracy.
  • In-house transition experience: Experience a more seamless and structured migration to outsourcing with those with expertise in this area.
  • Advanced technology and equipment: Choose a provider with proven processes and workflows that take advantage of the most specialized options for transactional print and mail.
  • Industry knowledge: Select a partner based on their competence in producing P&C communications.
  • Tracking and monitoring solutions: Stay informed about all your outsourced work through an online, secure portal that lets you track jobs from data receipt to delivery.
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 P&C Print and Mail Communications You Can Outsource?

  • Claims Letters

  • Policy renewals and declarations

  • Monthly policy billing statements

  • Policy reinstatement notices with Proof of Mailing (POM)

  • Lender-related communications

  • Notifications of collateral protection insurance

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.

What to Expect When Transitioning to Outsourcing

Transitioning transactional mail from in-house operations is one of our specialties. We’ve helped numerous clients successfully move their print and mail work to us. We do this through a proven program with dedicated resources for assessment, implementation, testing, onboarding, and going live. We make it a seamless migration with less friction and stress for your team.

Outsource P&C Insurance Print and Mail with the Experts at PCI Group

It’s time to rethink how you produce print and mail for our customers. You can reduce costs while improving quality, accuracy, and compliance by outsourcing to us. Get started today by completing the form to schedule a discovery session.

No Hassle / No Commitment
Free Consultation For Your Financial 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.

(10,000 monthly minimum)
This field is for validation purposes and should be left unchanged.