Regulatory compliance: best practices

Embrace compliant communication

When it comes to mailing compliance, it’s essential to ask the right questions. Whether your organisation is handling physical or digital communications in-house or outsourcing the task, you need to ensure that every aspect of communication is safe, secure, and processed correctly. If your current methods don't meet these standards, not to worry. It's time to implement best practices to improve mailing compliance.

Overcoming the risks of outsourcing communications

Outsourcing can present certain risks, so it’s important to employ strategies to mitigate them. Transparency and detailed tracking are critical. Whether your communication is printed or digital, you should have the ability to monitor its progress at any time. Quality assurance should be a given, and your outsourcing partner needs to provide evidence of correct, standard-compliant mailings.

Deadline adherence is another crucial factor. Your provider should provide accurate delivery timelines, and consistency in quality and delivery times is a must. The risk of data theft and security violations increases when a third-party has access to your customer database. Ensure your mailing list and other sensitive customer information are safeguarded.

Remember, while you can delegate tasks, responsibility remains yours. Any regulatory violations or security breaches will fall on your organisation, so make sure all your communications are secure.

Ensuring regulatory compliance: in-house and outsourcing best practices

Regardless of whether you handle communications internally or outsource them, certain best practices will reduce your compliance risks.

Building robust in-house systems

For in-house operations, visibility, and quality controls are vital for tracking the integrity and successful completion of every communication. Utilising the latest technology, such as 2D input scanning and file-based processing technology, can enhance your mailing process.

Software that tracks postage spend for each mailing is beneficial if your industry regulations require it. Likewise, if privacy is a concern, employing the latest software and internal personnel practices can ensure compliance.

Ensuring compliance through outsourcing

If you’re entrusting your communications to an outsourcing service, make sure they maintain all necessary industry-standard certifications for compliance. These include in-depth auditing, meeting international security and data integrity standards, and adhering to local postal service processing quality standards.

Despite the potential for slightly higher rates from compliant third-party providers, the returns in the form of quality and safety make the expense justifiable. A perfect example of secure outsourcing in the current digital scenario is Hybrid Mail. It involves converting your digital material into physical letters, which are then printed and dispatched via Royal Mail. The streamlined nature of this process leads to cost savings, while the automation reduces the possibility of errors. Therefore, for both compliance and ease, Hybrid Mail stands as a strong contender for your outsourcing needs.

Consulting the experts: Pitney Bowes

Navigating regulatory compliance can be a daunting task, but using the right processes, technology, and services can minimise risk and increase efficiency in delivering vital messages. If you’re seeking guidance on your organisation's risk profile and compliance practices, the professionals at Pitney Bowes are ready to assist.