Choosing the right model for your critical communications
Whether you plan to handle printing and mailing in-house, outsource entirely, or take a hybrid approach, there are critical cost, compliance, and control factors you’ll want to consider to make the best decision for your business.
What goes into the total cost of your mail?
What you spend on stuff
- Paper
- Printing (including ink, toner, and maintenance)
- Envelopes and packaging materials
- Postage cost per mail piece
- Address verification and data cleansing
- Physical vs electronic mail delivery
- Staffing (mailroom personnel, training, coverage)
What you spend on people & process
- Manual processing (folding, stuffing, sealing)
- Mailroom equipment (printers, inserters, postage meters)
- Equipment maintenance and service contracts
- Storage of supplies and returned mail
- Software licensing (composition, tracking, reporting)
- Security and compliance overhead
- Downtime and redundancy planning (for business continuity)
Mail houses may charge high postal rates, negating savings.
Security & compliance
When outsourcing, make sure the vendor specialized in data security and has necessary certification.
- Ensure compliance with HIPAA, GLBA, property notice requirements, and other regulations through secure, trackable print-to-mail workflows. MOD helps safeguard sensitive communications while meeting legal delivery standards.
- Intelligent envelope insertion and barcode technology to ensure the right mail piece reaches the right recipient
- Maintain full visibility with audit trails, reprint tracking, and proof-of-process logs
- Prevent and catch errors using built-in quality control and logging systems
Visibility & control
Greater visibility into mail activity helps you prevent costly errors, ensure timely delivery, and hold teams accountable across locations.
- Know exactly when documents are mailed and by whom
- Identify and act on undeliverable or returned mail
- Use address validation and correction tools to reduce bounce-backs and delays
- Real-time tracking and reporting for every mail piece
- Full audit logs to monitor actions and ensure accountability
A hybrid solution allows you to leverage all the benefits of outsourcing while still utilizing the mailroom that you’ve built
- Insource what you do best, outsource the rest, backed by Pitney Bowes’ decades of experience managing complex mail operations
- Scale up or down with ease, flexible outsourcing when volume spikes or disruptions hit
- Get the best of both worlds: cost savings, compliance & security, and full visibility & control
