Can you ever be 100% accurate in all your transactional print communications? Perfection is hard to achieve and sustain, considering all the many variables in play. However, the commitment to improving accuracy is always an objective regarding letters with compliance and security requirements.
The question is—how confident are you in this metric? Whether you currently handle this in-house or outsource, it’s time for you to assess accuracy, and our experts have advice for you.
Why Does Accuracy Matter?
In transactional print communications, these documents contain private and confidential information, from account numbers to Social Security numbers to PHI (protected health information). If there’s a mis-mailing, and another customer receives information not intended for them, there could be exposure in terms of a breach of data and reputational harm. Would people continue to trust you if their private documents were in the hands of others?
Thus, to remain compliant and trustworthy, accuracy is critical. So, what are the best practices that ensure accuracy?
Best Practices to Improve Accuracy in Transactional Print and Mail
As a transactional print and mail company, we solely focus on these types of communications, producing billions of pages every year for customers in the financial, healthcare, insurance, utility, telecom, and ARM (accounts receivable management) industries. For decades, we’ve honed our processes and workflows by introducing advanced technology and equipment and principles like Lean Manufacturing and Six Sigma. As a result of these efforts, we have an industry-leading accuracy rate of 99.9999%. Here’s how we do it.
Accuracy Frameworks Must Involve Technology, Process, and Approach
The technology piece uses intelligent insertion via 2D barcodes, the USPS Intelligent Mail Barcode (IMB), and high-speed cameras to track documents from production to delivery. Integrity cameras also read each 2D barcode to ensure each piece of paper folds into the envelope. Another camera takes a picture of the inserted envelope to verify accurate insertion.
The process is the White Paper Factory (WPF). In this production method, all letters print at once dynamically. It marries fully digitally composed files with in-line print production and intelligent insertion to create secure, accurate variable data-generated communications. This process eliminates changeovers and removes human error from the equation.