Every organization strives for greater efficiency in operations. In the realm of business communications that you print and mail, it can be elusive. It requires modern technology and optimized processes. It’s challenging to perfect this when it’s not a core competency. That’s why many companies have transitioned to print and mail services.
Print and Mail Services for Transaction Communications
You may print and mail a variety of things to customers. A subset of this involves regulatory oversight when communications include personally identifiable information (PII) or protect health information (PHI). These mailings are transactional and require specialized workflows to meet compliance mandates.
These print and mail services must involve:
- Robust data security controls
- Processes that align with compliance requirements
- Accuracy checks and balances
- Dynamic printing capabilities
Let’s review each of these and how to evaluate them if you’re considering outsourcing.
Data Security: Encryption and Being Cyber Secure
Print and mail data security creates a foundation for compliance. A significant part of that is encryption. Multiple regulations state that you must encrypt sensitive elements like PII and PHI while the data is at rest and in transit.
Another critical aspect is how you transmit data to the print and mail company. The best approach is via Secure File Transmission Protocol (SFTP). In this framework, there are rigid safeguards that protect the information. After transmission, the data travels to a secure private cloud.
Print and mail providers must also be good stewards of data, protecting it from cyber attacks. Key to avoiding a breach are proactive cybersecurity measures. Penetration testing should be a common occurrence. These exercises simulate hacking to identify weaknesses. In addition, they should conduct vulnerability assessments, segment traffic, and install firewalls and Intrusion Prevention Systems (IPS).
In terms of efficiency, working with a security-focused third party means they always meet your deadlines, and production runs much faster than if you manage it in-house.
Compliance: Process and Regulatory Alignment
Regulations dictate data encryption, but also have many more obligations. Persistent protection should be part of any print and mail services. How do these organizations maintain compliance in high-production environments?
It’s a combination of technology, process optimization, and human expertise. In terms of technology, the equipment needed for print and mail production isn’t necessarily unique among commercial printers. However, transactional service providers embed more monitoring elements even in automated production.
The process itself is highly unique. Each one has a standard work behind it, which has Lean Manufacturing elements that define a workflow. They are created by the folks who actually manage them and are audited regularly to identify anomalies or irregularities. Improving the process ensures consistency in achieving compliance.
Finally, compliance has ownership within transactional print and mail services. They have experienced teams that are compliance experts. For any new regulations or changes, they are ready to implement them.
Compliance at this scale supports efficiency. You don’t have to make any compromises when the processes are seamless.
Accuracy: Preventing Mis-Mailings
Have you ever experienced a mis-mailing? Without the appropriate guardrails, documents can mistakenly be inserted into envelopes. Since mailings are high-volume, this process is machine-driven, but not all systems are the same.
Your best approach to prevent mis-mailings is with intelligent insertion. In this workflow, every page has a 2D barcode, which cameras scan. Within that barcode is information that instructs the inserter to fold specific pieces of paper into envelopes.
While eliminating mis-mailings completely is impossible, the error rate can be as low as .0001%.
This technology framework, which includes automation, is extremely efficient. It embeds checks and balances into every process.
Dynamic Printing: Customizing Every Communication
Every transactional document you send relates specifically to an account. That part of the content has always been customizable, but there’s actually more you can personalize.
You may now be using inserts for promotions or general information. These are costly and rarely get any attention. Instead, you can use dynamic printing for these purposes, too. The message will be relevant to the addressee, which may cause them to act. Businesses use this to cross-sell and advise of major changes.
It’s an effective way to communicate in mass that still enables customization. It’s also highly efficient. These printers don’t need to do any change-outs or stock templates. It’s much less expensive, as well.
Gain Efficiency with Print and Mail Services
Efficiency in processes reduces waste and decreases costs. It’s a cornerstone of our transactional print and mail operations. We’re committed to efficiency that doesn’t impact compliance, accuracy, or quality.
Learn more about how we can help you transition to an outsourcing model today.
