Transactional communications require lots of checks and balances. Since they contain PII (personally identifiable information), PHI (protected health information), or other sensitive information, their production and distribution must be compliant and accurate. Senders also need verification that the letters reach their final destination. To do this, U.S. mail with tracking should be part of the workflow.
What Is U.S. Mail Tracking for Transactional Communications?
U.S. mail tracking describes an end-to-end process for monitoring when letters reach the intended recipient. It involves barcode scanning, including when initially received by the post office, to delivery.
There are special categories of tracking, like certified mail. However, transactional print and mail companies can track any First Class letter by using the USPS Intelligent Mail Barcode (IMb).
IMb Tracking
Here’s how this type of tracking works:
The IMb is a 65-bar postal barcode for sorting and tracking letters in the mail stream. Every letter has a unique one. The post office scans it upon delivery to a facility and several other times as it works its way through the ecosystem. Final scanning happens when it reaches the mail truck.
By leveraging the IMb, you can see progress in real-time.
Certified Mail Tracking
Transactional certified mail has specific steps for delivery verification. The recipient must sign for the letter either physically or digitally. When this occurs, the sender gets a notification.
When transactional companies handle your certified mail, they have a sophisticated, streamlined workflow. This includes affixing the proof of mailing manifest, in-route letter tracking, and a final ERR (electronic return receipt). There are no forms, stickers, or other manual tasks.
Additionally, there is an automatic archive of the receipt. Having these records allows you to prove compliance. They can also be useful in any type of legal proceeding.
A Central Repository for U.S. Mail Tracking
How can you consolidate all tracking of your transactional communications? PCI Group provides trakPCI. It’s a secure, web-based document management platform. It provides a host of information about all your jobs, including tracking of every letter as it flows through the mail stream via the tool PinPoint.
A historical record is available in the trakPCI for all the details you may need to validate delivery. It’s easy to use and accessible from anywhere with login credentials.
Want to learn more about trakPCI and PinPoint? Contact our team today!
