Reduce Error Risks

Check security has many components that are necessary in the production process, including:

• Customizable digital void pantograph (DVP) and authentication
• Digital verification grid (DVG) to validate that the document isn’t a copy
• Microprint signature line (MGL) to block duplicates
• HALO feature to stop counterfeiting with a decoder lens that confirms authenticity
• Prismatic Print, which is the blending of two or more colors in the pantograph and is nearly impossible to recreate

Outsourcing payroll print and mail with the right partner makes all these areas of security a priority.

Could the wrong payroll check end up in a worker’s hands? It’s possible that you don’t have any checks and balances for accuracy. Should an incident like this occur, it could be a compliance violation.

Accuracy in payroll print and mail depends on the processes of how documents get to each envelope. Professional transactional printers use intelligent insertion to boost accuracy. It involves barcode scanning, which identifies which documents fold into each envelope. This extra validation can lead to accuracy ratings like ours of 99.9999%.

Follow Checks Through the Mail Stream

Once you mail out a check, how do you know it arrives? Being able to track your documents through the mail stream allows you to know where every document goes.

By using a mail tracking system from your provider, you can log into a secure environment and follow the check from production to delivery.

Having access to this information eliminates any detective work by your staff on where checks are. Should an employee report a lost check, you’ll be able to verify their statement.

Outsourcing Payroll Print and Mail with PCI Group

Migrate the costs and burdens of payroll print and mail to a trusted partner like us. We use the highest levels of security, compliance, and accuracy to print and mail checks. You’ll save money, improve security, reduce risk, and be able to track mailings.

Learn more by scheduling a free consultation with our experts.

The Right Resources Are Critical for In-House to Outsourcing

In addition to the implementation strategy, it should also detail who will be working on the project. You should expect that you’ll have access to the right resources throughout the journey. Those would include implementation specialists, customer service representatives, IT and security experts, and compliance officers.

If providers don’t have these roles, or it’s a revolving door, you’ll be left with lots of questions and no one to ask.

Transitioning Should Elevate Accuracy

While no process can be 100% accurate every time, your partner needs to be close to this. If the accuracy element isn’t there, the transition could result in more mis-mailings. To achieve high levels of accuracy, your outsourcing provider must make this a priority, evolving to meet needs and challenges.

The key to accuracy is combining intelligent inserting technology, barcode scanning of each document so it deposits into the correct envelope, and operational consistency. Without a carefully constructed accuracy culture, you’ll have trouble trusting their processes. Ensure they can explain this easily and demonstrate it for you. We’re obsessed about it, earning an industry-leading 99.9999% accuracy rating.

Testing and Auditing Are Integral to an Effective Transition

As you onboard and ramp up to go live, testing is part of the process. Any printer will do this, but not all do it in a transparent way. You should be able to be there almost physically to evaluate the tests. One way to connect to your jobs in real-time is to have access to a secure document management system that delivers reporting, metrics, tracking, and monitoring for all your jobs.

Any printer that can’t offer this visibility may be hiding something, which could quickly derail the transition from in-house printing.

Transition to In-House Printing with a Steady, Experienced Hand

Transition means change, which is never easy. However, you can do your best to avoid problems with the right partner. We’ve helped hundreds of companies move from costly, inefficient in-plants with a streamlined process. Our proven strategies enable our customers to worry less and reap the benefits of outsourcing.

Learn more about our outsourcing solutions for transactional communications by requesting a meeting.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

You can feel confident about this IF the company only produces transactional mail. Once you establish this, you have to ask more questions about how they remain in compliance. First, they need to have certifications for all major regulations. Second, they should have compliance-dedicated employees. Those are the foundations. What matters most is their processes, which should include:

Leveraging technology, processes, and people to create a reliable standard of accuracy

• Exceeding the minimum data security best practices to include proactive tactics like penetration testing, data encryption, secure file transmission protocols, and more
• Employing strategies like Lean Manufacturing to develop standard works so that jobs are consistent regardless of operator, shift, or location
• Regular auditing of workflows to root out any root causes of potential errors

Video: https://pcigroup.com/outsourcing-transactional-communications-reduce-risk-ask-the-experts/

Does outsource printing reduce an organization’s visibility into operations?

In many outsourcing scenarios, businesses don’t have views into production. For many processes, this would be fine. That’s not the case with transactional communications. You want to have as much oversight as you always have. The best way to attain this is with a secure, web-based document management platform.

You would be able to log into this system and view every detail of jobs, from confirmation of delivery to daily reports on completions. Monitoring jobs is only one functionality. You should also be able to pull reports on any metric, view postage totals, track letters through the mail stream, and request changes to documents. You can access it anytime from anywhere with real-time data at your fingertips.

Do transactional print and mail companies allow for customized communications?

Every letter or statement has unique information about the recipient and account. You already have this capability of dynamic printing. Outsourcing printing can take this to the next level with the White Paper Factory (WPF) framework.

The WPF enables custom messaging directly on the communication, eliminating the need for inserts or pre-printed templates. It marries fully digitally composed files with in-line print production and intelligent insertion. The WPF has more advantages. It reduces waste, supports compliance, and enhances accuracy.

Video: https://pcigroup.com/ask-the-experts-what-is-a-white-paper-factory/

How hard is the migration from in-house production to print outsourcing?

Any type of transition will require work and cooperation. However, it doesn’t have to be overwhelming or disruptive. It all depends on how proficient your partner is. You want to make sure they have experience doing this, as you don’t want to be the first test case.

Those who excel at this have proven implementation steps, dedicated resources for your team, and ongoing onboarding support. You can ask about how they work with new customers to get a full understanding of their abilities. If you see red flags, it’s not the right provider for you.

Video: https://pcigroup.com/ask-the-experts-in-plant-operations-transitioning-best-practices/

Are service level agreements part of the outsourcing partnership?

SLAs (service level agreements) are critical to the terms you reach with your print and mail company. With transactional mailings, compliance often mandates specific turnaround times. In the case of statements, you need them to be in the customer’s hands so there’s no delay in payments.

It’s a metric to investigate when evaluating options. They should have metrics to relay their SLA performance and accountability if they fail to meet them.

Those companies with a culture based on accuracy, quality, and compliance will have the guardrails to deliver timely communications.

Ask Us Any Questions About Outsource Printing

As a company dedicated to transactional work, we’re an extension of your business. You can count on us to be accurate, compliant, and secure. We’re here to answer any questions about the process as you determine if it’s the right move for you. Get started with a discovery session.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

The Best Postage Rates

Seek a print and mail company that has postage optimization strategies in place, such as:

• Address hygiene tools to reduce waste from inaccurate or duplicate addresses
• High-volume presorting
• Usage of the USPS IMb (Intelligent Mail Barcode) to receive the best automation rate
• Commingling like groups for mailing
• Recommendations for standardization of mail sizes

Business Continuity and Uptime

Disasters can strike in the real and cyber world. If your print and mail solutions provider doesn’t have a well-defined business continuity protocol, you could be in trouble. One of the best ways to reduce downtime risk is working with a company that has geographically diverse locations. Additionally, they should have a disaster recovery plan to keep operations up and running.

Visibility into Jobs and Real-Time Data

What happens after you submit your files to the printer? It’s just the beginning of the process, but if you don’t have access to this, you’ll be in the dark. The most trusted transactional print companies offer this through a secure online document management portal. By logging in, you can view:

• The entire lifecycle of a job, from start to delivery
• Tracking of each letter through the mailstream
• Reports on any metric or data point
• The ability to request changes to your documents
• Daily confirmation reports
• Running totals for postage
• Audit trails necessary to demonstrate compliance

A Commitment to Compliance Beyond the Minimum

Many print and mail companies can say they comply with specific regulations but may be doing the minimum. For example, an organization can state they are HIPAA compliant, which is a necessity, but only some earn HITRUST certification. HITRUST goes beyond HIPAA requirements.

Additionally, you want to ensure that compliance is part of their foundation. If it is, they’ll have dedicated compliance experts on staff. They’ll also be able to tell you how they meet and exceed compliance obligations. It must be part of their everyday processes and decision-making.

A Continuous Pursuit of Accuracy

What happens if the wrong customer gets a statement? It could put you in danger of noncompliance with fines and complaints. Accuracy is something a print and mail solutions provider must take seriously, leveraging both technology and processes.

The best way to ensure accuracy is by using intelligent insertion equipment and barcode scanning of each document to verify what goes inside each envelope. Rigorous controls, quality assurance protocols, and consistency are pivotal to this. By combining all these things, we have an industry-leading accuracy rate of 99.9999%.

Your Transactional Print and Solutions Provider Should Be a Partner, Not a Vendor

In the world of promotional communications, almost any printer can get the job done. With transactional, the relationship should be deeper. They are acting as an extension of your company to deliver accurate, high-quality, and compliant customer communications.

This is our approach. We learn your workflows and offer expert recommendations to improve them. You’ll enjoy dedicated resources for implementation and onboarding. We’re always improving, refining, and innovating to deliver the best print and mail solutions.

Learn how we can be your partner by scheduling a free consultation.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

What cost savings can you expect from outsourcing?

The desire to save money is a key driver in moving from in-house to outsourcing. The capital and operating expenses for implants are only increasing. When you outsource, you can realize savings in so many ways, including:

• Equipment and technology: Millions of dollars go into the purchase and upkeep of printers, inserters, and servers. You’ll be able to remove those from your budget for good.
• Labor: Moving to outsourcing allows you to reallocate workers to other business needs.
• Overhead: Remove rent, energy bills, security needs, and other hard costs when you cease operating your implant.
• Postage: You’ll get the best rates from a professional print and mail company because they have such a high volume. They are postal experts and use tactics like presorting, using the USPS IMb (Intelligent Mail Barcode), commingling, and addressing hygiene tools to reduce undeliverable mail.
• Paper, toner, and ink: Materials are no longer your responsibility, and you’ll benefit from the economies of scale rates that large production facilities purchase.

These savings can be enormous and allow you to reinvest in other parts of the company to spur growth.

Video: https://pcigroup.com/ask-the-experts-cut-costs-transactional-print/

How do transactional printers ensure accuracy?

In compliance-related communications, accuracy is critical. One mis-mailing can trigger scenarios of noncompliance and reputational harm. If accuracy has been a pain point for your in-house operations, you’ll want to assess this with great scrutiny. The keys to accuracy involve equipment, processes, and people.

In the equipment realm, professional transactional printers use intelligent inserters and barcodes for verification. Sophisticated inserting machines and mini cameras scan a 2D barcode on every page to ensure the right document goes in the correct envelope.

Additionally, strategies like Lean Manufacturing and standard works document every task that goes into a workflow. It’s a repeatable, reliable process that doesn’t change across operators, shirts, or locations. With these robust controls, print and mail companies can continuously improve compliance. By using these principles, PCI Group has an accuracy rate of 99.9999%.

Video: https://pcigroup.com/how-does-lean-manufacturing-impact-accuracy/

How does outsourcing transactional printing ensure quality?

Any organization wants the communications sent to customers to be of high quality. In the print and mail world, there are two types of quality to consider.

First is how the documents look and if they adhere to your branding and requested design elements. To be confident in this type of quality, you’ll be able to see proofs during the onboarding process.

Second is the reliability of quality. A quality assurance (QA) model is much more beneficial than quality control (QC). QA is a continuous process of baking quality into the process through the refinement of standard works via regular auditing. QC occurs after job completion, so there’s no way to mitigate the issue.

Video: https://pcigroup.com/ask-the-experts-quality-control-quality-assurance/

What are some advanced techniques that only transactional printers offer?

Beyond postage optimization and frameworks for transitioning, you can gain more advantages with outsourcing, such as:

• Dynamic printing: With a White Paper Factory (WPF) framework, each document can be unique. The process marries fully digitally composed files with in-line print production and intelligent insertion. The result is ultra-secure, highly accurate, variable data-generated documents. It allows you to insert customized messaging to each recipient to highlight other products for upselling or disclose pertinent information.
• Job and mail tracking: When moving to outsourcing transactional printing, you don’t give up control. With the right partner, you’ll have complete visibility via an online document management platform. It allows you to monitor jobs, track letters through delivery, run reports, and view real-time dashboards.
• Document design: If you want to change or redesign your letter templates, your outsourcing provider should be able to handle this. The requests are trackable, and your staff doesn’t have to complete these.
• Compliant eDelivery Solutions: An effective way to defray postage costs is to convert some of your communications to email. Transactional communication providers make sure these communications are effective and compliant

Outsourcing Transactional Printing: More Questions? We’ve Got Answers

Deciding to transition to outsourcing makes sense, fiscally and operationally. It is a big decision that requires lots of evaluation. Whatever questions you have, we’ve got the answers. As a transactional print and mail company with decades of experience, we’re here to help.

Contact us today for a discovery session to learn more.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

Improve accuracy.

Errors in transactional print and mail create mis-mailings. As a result, you could face noncompliance fines and reputational harm. While no process is perfect, you may not have the most advanced processes that drive accuracy.

Those include leveraging technology and perfecting workflows. Accuracy at PCI Group is 99.9999% as a result of this. We use sophisticated inserting machines along with mini cameras that scan the barcodes of each document to ensure the right document goes in the correct envelope.

Additionally, we apply strategies like Lean Manufacturing to develop fine-tuned workflows that consider every task.

Enhance security.

Data security is another area where you can make gains. You may question how another company could keep data as secure as you do. The answer is that transactional print and mail companies are secure by design. Everything they produce must follow rigid rules and protocols.

In assessing the security prowess of a partner, ask questions about how they mitigate risk and practice cybersecurity. At a minimum, they should have firewalls, intrusion prevention systems (IPS), data encryption, and physical security.

Elevate compliance.

Compliance is essential for every piece of mail you send. Depending on your industry and the contents, you may need to comply with multiple regulations. When outsourcing to a transactional print company, this is their specialty and part of every run they complete.

They understand each regulation and follow them precisely with defined processes, technology, and protocols. Further, they audit these workflows regularly to improve compliance. Their focus on compliance in every piece of mail ensures minimizing risks.

Achieve reliable quality.

The quality of your documents matters in terms of repeatable processes and consistent appearance. The best approach is quality assurance (QA) versus quality control (QC). With QA, printers apply the concepts of Lean Manufacturing and Six Sigma. Our use of these strategies has created 270 standard works, which are documented processes for every activity. Our QA team focuses on removing risk and waste, and we conduct 96,000 standard work audits each year.

The second part of quality is how your statements and documents look. It involves the branded components and content of your letters. Be sure to assess the print quality so the documents align with your brand identity.

In-House Printing vs. Outsource Printing: The Cons of Each

Now, let’s review the cons of in-house printing vs. outsource printing.

In-House Printing Cons

Basically, you can look at the pros of outsourcing and clearly see the cons of doing it yourself.

For a recap, these are the cons you may face.

• Costs increase every year: Keeping an in-plant running is expensive. Equipment and technology run in the millions and need to be maintained and upgraded. Materials like paper and ink are constantly increasing, as is postage. Plus, you have labor and all the overhead expenses to keep the operation going. Even if you reduce the volume, you’re unlikely to see any reduction.
• The expense of in-house printing cuts funding to core competencies: If you’re always flowing money into this cost center, you won’t be able to use it for things to help your company grow.
• Compliance isn’t your specialty: While you’re well-versed in the regulations you need to follow, it’s not your singular focus. It is with an outsource provider. You may suffer compliance obstacles as a result.
• Dynamic printing may be outside your capabilities: Transactional print companies employ the White Paper Factory (WPF). The WPF framework is a best-in-class, end-to-end solution. It combines fully digitally composed files with in-line print production and intelligent insertion. The result is ultra-secure, highly accurate, variable data-generated statements. White rolls of paper feed into printers, producing customized letters without limitations. With the ability to print dynamically, you no longer need to pre-print templates.
• Your accuracy missteps may accumulate: Accuracy directly impacts compliance and quality. Without specially designed processes throughout the lifecycle, you could be at risk. You can eliminate virtually all of this when you outsource.

Outsourcing Printing Cons

Outsourcing to just any printer is the quickest road to cons. That’s why it’s critical to evaluate your options on the market. Some overall cons include:

Visibility could be limited.

Some printers may not provide access to the lifecycle of the job. You may only get feedback when they receive the data and complete the job. We want our customers to have complete visibility, and they do with trakPCI. It’s a business document tracking system that lets you monitor the status of jobs in real time. You can also pull reports on just about any metric, submit changes to letters, view archives, and more.

Printers may lack expertise in your industry.

Another possible con is if the outsourcing partner isn’t familiar with your industry. Ask questions about this to ensure they are the best fit.

They may not be postage experts: To gain the best rates for postage, a print and mail company must use a variety of tactics. Those would include:

• Reducing waste from inaccurate or duplicate addresses through address hygiene tools
• High-volume presorting
• Usage of the USPS Intelligent Mail® barcode (IMb), a 65-bar Postal Service™ barcode used to sort and track letters
• Commingling, which further categorizes letters by ZIP codes
• Mail piece standardization options

When deciding your next move, consider all these pros and cons of in-house printing vs. outsource printing.

Get All the Benefits of Outsourcing with PCI Group

Thousands of regulated companies trust us as their print and mail partner. Our commitment to accuracy, compliance, security, and quality ensures that they get all the benefits of outsourcing. With reduced costs and improved processes, you can refocus on the core competencies of your company.

Learn more about outsourcing and its advantages by contacting us today.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

Beyond asking about certifications, you should dig into their compliance workflows and processes. Learn how they do more than the basics and the protocols they have in place to reduce the risk of non-compliance.

3. How Do Transactional Print and Mail Companies Manage Compliance?

A compliant provider uses a multi-pronged approach regarding compliance. It starts with consistency in processes. PCI Group does this by using Lean Manufacturing standard works. We have over 270 in place that ensure that every operator, shift, and location follows the same workflows.

The next critical part of compliance is accuracy. One mis-mailing can lead to claims of non-compliance. We tackle this crucial component with advanced technology. Our framework consists of intelligent insertion, barcode scanning, the USPS Intelligent Mail® barcode (IMb), and high-speed cameras. All these components work together to ensure that documents fold separately into the envelope. Integrity cameras read the barcodes, and a different camera takes a picture of the inserted envelope for verification.

4. What Are the Compliant Processes Involved in Receiving Data?

Transmission of data is the first part of the print and mail process. We recommend SFTP (Secure File Transfer Protocol). Clients submit data through this secure portal. After receipt, we move the files to a secure Zone 1 network server. We then count the packages, sheets, and images in the file and send a file confirmation report. Clients then approve it, and it heads to production.

Whether at rest or in transit, data is always encrypted.

5. How Do Transactional Print and Mail Companies Ensure the Right Data Prints?

Every communication is unique, which can cause challenges for some companies. Often, they must pre-print stock to match a template or engage in many changeouts throughout printing. This approach is prone to errors and mistakes.

We use a different framework that enables dynamic printing, called the White Paper Factory (WPF). The WPF marries fully digitally composed files with in-line print production and intelligent insertion to deliver ultra-secure, highly accurate, variable data-generated documents.

Operators feed white rolls of paper into the printers so all letters print at the same time. Variability includes any aspect of the document beyond just the addressee and account information. You can also dynamically print specific messages to upsell or cross-sell, using color in any area. Graphs and charts are options, as well.

Video: https://pcigroup.com/ask-the-experts-what-is-a-white-paper-factory/

6. What Other Security Practices Support Compliance?

You can’t be compliant without being secure. Data security is essential to operations and receives extra care throughout the process. Along with encryption, other security measures should include:

• Endpoint security
• Firewalls
• Cyber monitoring
• Intrusion Prevention Systems
• User-level policies
• Proactive cybersecurity measures of regular vulnerability assessments and pen tests
• Business continuity and disaster recovery plans that include redundancy

Video: https://pcigroup.com/how-does-pci-group-protect-sensitive-customer-data/

Ready to Transition to Outsourcing Compliant Print and Mail?

With these questions answered you can feel confident that outsourcing will enhance compliance. When reviewing your options, you’ll find that our solutions have compliance in their DNA, as transactional print is all we do. We serve numerous financial institutions, providing secure, accurate, high-quality mailings. See how we can help you by requesting a consultation.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

2. What are the benefits of outsourcing auto insurance claims printing?

You can experience many benefits from outsourcing. Expect that accuracy will improve as a result of sophisticated equipment that uses intelligent insertion to ensure all pages for the addressee go into the correct envelope. Companies that audit their accuracy are continuously improving, too.

You can also gain many cost savings. Transitioning from in-house operations removes expenses for overhead, labor, equipment, and technology. You’ll also benefit from the maximized cost savings that providers pass along to you with the best rates for materials and postage.

Compliance improvements are another advantage. Transactional print and mail companies operate under the highest standards and hold certifications in every area of compliance related to mailings for auto insurance claims. They have dedicated resources that concentrate on ensuring compliance standards are part of every process.

Another thing you gain is the ability to personalize claim documents. With the ability to dynamically print, you no longer need pre-printed templates or inserts. Specific messages about the claim, their account, and other products can all be custom to that addressee.

Video: https://pcigroup.com/ask-the-experts-outsourcing-transactional-mail-benefits/

3. Will you lose control over the process by outsourcing?

Outsourcing should be a relationship between you and the provider. You rely on their expertise to improve auto claims printing, and they consistently deliver great results. You don’t lose control at all. Rather, you get a helping hand.

Visibility can improve with access to real-time information. Our trakPCI portal allows for this in many ways, including:

• Real-time reporting on all aspects of production, from data receipt to delivery
• Full disclosure of all critical account information
• Full letter document process management
• Letter change requests
• Complete archived history of your letter changes processes
• Bi-directional confirmation reports and PDF sample
• Access to accounting data such as running postage totals, postage costs and invoice details
• Customized reports

4. How challenging is it to transition from in-house printing to outsourcing auto insurance claims printing?

The success of the transition depends greatly on your provider’s experience. They should have a proven framework of how to move your operations, including defined implementation steps. It should be a collaborative effort that minimizes disruption. Ask about their framework for transitioning and evaluate its thoroughness.

Video: https://pcigroup.com/ask-the-experts-in-plant-operations-transitioning-best-practices/

5. Will outsourcing increase or reduce risk?

One risk factor in auto insurance claims printing relates to compliance. You’ll reduce risk when partnering with a printer that only produces transactional documents. Every process and task takes regulations, security, and integrity seriously when it comes to auto insurance claims printing.

Another aspect is the risk of downtime from unplanned outages. The mitigator of this is having redundant operations that are geographically diverse. Thus, it’s an important consideration when assessing vendors. It can be the difference between on-time and late delivery.

PCI Group Is Here to Answer All Your Print and Mail Questions

Educating the industry on what’s possible and necessary for streamlined, accurate, and compliant processes is our goal. If you have any questions about what you can gain by outsourcing, we’re here to help. Contact us today for more information.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

Be Confident in Their Compliance Program

Transactional consumer lending print and mail always have compliance implications. Highly confidential information is in these documents, so it’s critical to find a provider with the highest compliance levels.

So, how can you quantify this and compare it? These are the areas that matter the most:

• Do they hold compliance certifications for anything related to banking and security?
• Have they ever had a breach?
• Are their practices and procedures in line with compliance best practices?
• Do they have a compliance officer on staff?

Having them explain and detail how they adhere to regulations on compliance should give you a clear picture of their capabilities.

Ask In-Depth Questions About Data Security

Any print and mail company can say they secure data, but you’ll need more context and proof than that. Start by discussing their data security protocols related to how they receive your files and what they do with your data. Financial institutions are a big target for cybercriminals, so you want your provider to have the same robust safeguards that you have.

You can have the assurance that the company is security minded if they:

• Encrypt data in transit or at rest.
• Receive your data via SFTP file transmission.
• Provide user-level security.
• Maintain a robust firewall and Intrusion Prevention Systems (IPS).
• Follow the best practices regarding cybersecurity and update their programs regularly.
• Conduct tests to gauge their data security protocols.
• Have certifications that are data security-focused, such as SOCI & II.

Gather Information on Other Services They Provide

Financial institutions can have apprehension regarding outsourcing consumer lending documents because they feel they’ll lose control. Even if you aren’t doing the printing and mailing, you want complete visibility into the operations.

To gain this, you’ll need a partner that has a web-based, secure document management platform. From one hub, you can review all your jobs and their status, access archives, run reports, and track the delivery of communications. With such a resource, you’ll maintain full control of operations.

Another beneficial tool is address scrubbing, which identifies inaccurate or incomplete addresses. Using this can minimize costs around undelivered mail. You’ll also want the ability to send certified mail and trace its delivery. One more service that you’ll appreciate is document design services, which can help you create more engaging and easy-to-understand documents.

Ensure That Implementation and Customer Service Are Top Notch

Finding out about the company’s implementation and service frameworks is critical to outsourcing. You don’t want to sign a contract and then get surprised by disorganization in the onboarding. You should inquire about how they implement new customers and the steps so you know what to expect.

After you’re up and running, customer service should remain high. Get the facts on their support personnel and the typical turnaround time for a response to an issue.

Consumer Lending Print and Mail Services: Outsource with the Right Partner

Your institution has an opportunity to unburden itself from the costs and complexity of consumer lending printing and mailing. However, you want to partner with a company that’s accurate, compliant, secure, and responsive. In PCI Group, you can find a provider that exceeds the standards and expectations.

Explore our consumer lending print and mail services today and why so many banks trust us to manage them.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.

Make Any Call to Action Prominent

Within individual statements, you may have calls to action. Your objective is to prompt the customer to do something. It could be related to upselling or cross-selling. The call to action could also relate to steps someone needs to take regarding their account that’s urgent.

Get the Flow Right

When creating a bank statement, consider the flow of information. What makes sense to present to the recipient at the top, middle, and end? Keep in mind that most people are going to scan it, not read it from end to end. The best way to do this is by:

• Developing a statement hierarchy.
• Employing layout to guide eyes, such as a grid.
• Uncluttering statements (remember the white space!).
• Leveraging color and contrast to differentiate between sets of information (i.e., debits, credits, fees).

Review Language

The words and tone of a bank statement should be consistent with the rest of your content. However, don’t think of this as simply transactional. Choose language that’s easy to understand, including short words, bulleted lists, and free of jargon. You don’t want to turn customers off by being too sophisticated or dry.

Ensure It’s Legible for All

When your customers open their statements, you want them to be highly readable. You’ve got many more options for layout, but you want it to be clear, not overwhelming. Pay attention to the size of the font and its legibility. Avoid using more than two fonts, and break up large blocks of text into bullets or smaller paragraphs.

Personalize Messaging on Bank Statements

The last recommendation for creating bank statements is the ability to personalize them. When you work with a print and mail company that uses advanced equipment and technology, this is possible. Dynamic printing enables you to segment your customers and promote things to them that are the most relevant. When it’s on the statement, people are more likely to view it versus an insert. It also demonstrates that you know their account and what needs they may have.

You can track responses to these communications with unique URLs, emails, or phone numbers. Adding a QR code to drive people to the specific URL is another great idea and requires little effort by customers.

Ready to Refresh Your Bank Statements?

If your bank statements are in need of a makeover, you can consult with our team of experts to

learn about our design services. Outsourcing bank statements with PCI Group can elevate your operations, too. You’ll enjoy 99.9999% accuracy, reduced costs, enhanced compliance, and real-time tracking of all your jobs.

Learn more about our print and mail solutions for banks and credit unions.

Want to learn more about how PCI Group can help you improve your customer transactional print 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.