Overview of PitneyTrack Verified Sender

PitneyTrack Verified Sender automates the verification of incoming legal mail to prevent the introduction of contraband into secure facilities. It allows you to verify the authenticity of incoming mail using unique barcodes generated by the software, helping to maintain attorney-client privilege.

How it works

Definitions

• Organization Identifier: A code that identifies a verified sender's company or organization.
• Personnel ID: A unique identifier for each sender, created by the facility administrator. Each Verified Sender must have a Personnel ID. Recipients do not need to have Personnel IDs.
• Print ID: A unique identifier associated with each run/batch of printed labels
• Recipient: The internal party (e.g., inmate) to whom the mail is addressed
• Role: A role defines a set of tasks that a user is allowed to perform, such as creating barcodes, scanning barcodes, or voiding barcodes.
• Sender: An external party who sends mail to the facility, or an internal party who sends mail from the facility; may or may not be verified
• User: An internal user of the system, who may perform tasks such as creating barcodes, scanning barcodes, or voiding barcodes.
• Verified Sender: An approved external party (e.g., attorney or law firm) who has been given barcodes to send verified, privileged mail to a resident of the facility (the recipient)

Getting Started/Setup

There are a few things you need to do before you start using the system:

• Customize your email notifications: The system sends email when a scanned barcode is not recognized, or has been voided or already processed. You need to set up the email addresses you wish to be notified when that happens. You can also customize the content of the emails if needed. For details, see Creating Custom Notifications.
• Determine which staff will perform which tasks: Internal employees must be added as Users in the system. Each User is assigned a Role, which determines which tasks they can perform. For details, see Managing users and Managing roles.
• Add Recipients into the address book: Each internal resident who will receive mail from a Verified Sender must be added to the system address book as a recipient. For details, see Managing contacts in your address book.
• Add Verified Senders into the address book: Each Verified Sender must be added to the system address book with a unique Personnel ID before you can create labels for them.
  • Recommendation: Assign a unique Personnel ID to each individual attorney, rather than one shared ID per law firm, to preserve chain-of-custody audit granularity, and prevent unnecessary manual verification with law offices. For details, see Managing contacts in your address book.
• Create labels and distribute them to Verified Senders: Each Verified Sender should have their own barcode labels. For details, see Creating barcodes.

Related topics

• Creating barcodes
• Scanning mail from a verified sender
• Voiding barcodes

The features and options you see may vary depending upon your role and subscription. If you have any questions regarding your permissions, please contact your administrator.