Get More Efficiency Out of Your Mailroom

Millions of mail pieces are printed, stuffed into envelopes, stamped and circulated around the world everyday -- at enormous cost to businesses. No wonder companies are taking a hard look at their mail systems, determined to reduce errors and insert new tools and technologies.

If your company is seeking opportunities to streamline operations and cut costs, look closely at the major pain points in your mail system. New track-and-trace technologies can solve these pain points. Let’s cite an example involving a large insurance third-party administrator. Insurance companies operate in a highly regulated industry and are required to maintain absolute integrity in their print and mail operations. The administrator wanted an automated, real-time, mailroom solution that would eliminate as many manual steps as possible in order to ensure total integrity.

The company installed InfoPrint ProcessDirector, Mailroom Integrity Solution and Ironsides Camera Solution to drive 100 percent document-level integrity. The automated system has built-in checks from receipt of job until documents are mailed. When a job is brought into the system, it is immediately recorded as a production job. A 2D barcode with unique information is assigned to each particular mailpiece. When the barcode is assigned, a tracking file is created and sent to the Ironsides camera installed on the output side of the sorter. The system ensures that no job can ever be printed twice or missed entirely. If a print jam occurs, for example, tools within software allow the system to recover and continue printing.

Every document is tracked as it moves through to the insertion equipment. If a piece of paper is not inserted properly, software flags it for recovery. The system also insures that every piece is in sequence. If a jam or misread occurs, the software registers that the item is different from the control file and diverts the piece out of the insertion stream. At the end of the job, the camera component sends back a file noting which pieces need to be reprinted and automatically generates the reprint.

The reprinted item is sent back to the insertion step and either automatically reinserted, run through and checked off against the original control file or manually scanned and inserted. A report then verifies that for Major Job XXX, for example, 999 pieces ran successfully on the first pass; five were reported as being re-sent through the insertion equipment or manually scanned. When a job file is closed, the client is assured of 100% accuracy of every mailpiece throughout the entire print/mail process.

The company is now protected against noncompliance claims and fines. Should an investigation become necessary because a recipient claims he or she did not receive the document, the company can prove that the document was produced.

In net, it no longer costs millions to put a solution in place. I recommend that you start small and grow. Start with some track and trace options and add capabilities over time. You can get big bang for your buck by putting selected software in place to ensure you are doing everything as perfectly as possible and are tapping every cent of savings that your budget will allow. Your savings will likely cover the costs of your investment in a short period of time.

Companies can quickly recover their investments after implementing an automated system. For example, one of our customers, within just a week after installing an automated workflow solution saved several million dollars in postage and paid back their investment six times over.