Running an in-plant was once the most efficient way to manage transactional print and mail. However, many organizations now find this model no longer tenable as print communications decline and costs rise for materials, technology, equipment, postage, and labor. Since print and mail aren’t your core competency, it becomes difficult to manage and curtail costs. As a result, many companies are seeking to transition to print outsourcing.
If this is a move you plan to make, here’s what you can expect.
From In-Plant to Print Outsourcing
When making a plan to convert from in-plant to outsourcing, you’ll start with finding the right partner. There are many ways to evaluate those that offer these services. These are the core elements to consider when assessing capabilities.
The Print and Mail Company Should Have In-Plant Transition Experience
The work of transitioning can be complex and involve many different stakeholders. Thus, you need a partner with experience doing this. If they’ve successfully helped other organizations, it’s a sign they know what they’re doing. So, this is the first question to ask. If they don’t have the background, you can’t have confidence that things will go seamlessly.
Other Key Areas to Evaluate Before You Choose a Partner
After you learn about their experience with in-plant transitions, you need to review these companies further, focusing on the benefits you expect while outsourcing:
- Accuracy rate: Transactional print and mail requires high-level accuracy. Mis-mailings can result in noncompliance and reputational harm. Thus, you must know how they ensure accuracy and what processes and technology they use to improve it continuously.
- Compliance protocols: The company you choose should excel at compliance and adhere to all regulatory requirements. They should be compliance experts and do all they can to minimize any risk.
- Security: Everything about the process needs to be security-focused. Data and physical security are non-negotiable. Ask questions about how they receive data, data encryption, cybersecurity measures, how they handle the disposal of sensitive documents, and access safeguards.
- Business continuity: Another area to analyze is how the organization handles unexpected downtime. Ideally, you want a partner with fully redundant locations that have capacity. Inquire about how they handle these situations, their average uptime in the last year and other strategies to ensure no disruptions.