Outsourcing is an excellent option for organizations that handle large mail volumes, including marketing materials, invoices, statements, and bills. But does outsourcing help you meet regulatory requirements with compliant print and mail communications?
Getting outsourcing ‘just right’ is the key to compliant print and mail communications. You must capitalize on a gold standard combination: a trustworthy print and mail outsourcing provider and the right centralized workflow solutions to set yourself on the right path to producing quality customer communications that get results.
The Challenges of Compliant In-House Print & Mail Communications
Managing your own print and mail in-house presents a unique set of challenges. And the biggest challenge is that your organization is 100% responsible for protecting your customers’ information.
There’s no ‘if,’ ‘and,’ or ‘but’ about it. If you own the print and mail process in-house, your organization must ensure the proper security measures for data and printed materials are in place. Failure to comply can result in severe fines, loss of customer trust, and damage to your organization’s reputation.
Regulations change and evolve constantly. If your organization runs an in-house print and mail operation, you must keep up with and manage these changes.
Outsourcing simplifies compliance. It mitigates the risk associated with these complex and time-consuming tasks because a provider can manage and create compliant print and mail communications for your organization.
Trust in Outsourcing for Compliant Print & Mail Communications
Compliant print and mail communications start with your outsourcing provider. It’s crucial to pick a provider that offers services to all your locations, helps you understand estimated costs and ways to save, and offers you everything your business needs to succeed.
The most important part of the outsourcing provider selection process is to understand the tools and technologies the provider uses to monitor and check for vulnerabilities. Any outsourcing vendor that brushes over security and compliance is one to avoid.
Here’s How We Help!
Doxim understands how crucial it is to protect our clients’ data. We house our solutions in state-of-the-art, highly secure data centers, and our print locations comply with Facility Security Clearance (FCL) guidelines for our on-site security.
Verified by 3rd parties, our secure processing environment is validated and top-ranking across all requirements, exceeding industry standards. Our ongoing investment in Governance, Risk, and Compliance (GRC) enables us to monitor and track compliance. We comply with all required regulations based on location and participate in audits by leading firms.
Leverage a Single Source of Truth with Centralized Workflows
Doxim provides clients with secure, compliant print and mail communications via outsourcing. Thanks to our partner, Crawford Technologies, we can take compliance to the next level using their centralized workflow solutions. Crawford specializes in enterprise document processing and helps organizations like ours provide streamlined, secure, and enhanced customer communications. Their centralized workflow solutions, designed to make outsourcing a seamless experience from start to finish, offer a single source of truth so that you maintain control and visibility over all your outbound communications. The results are far-reaching and include:- cost savings
- improved operational efficiency
- remittance acceptance
- enhanced marketing and sales capabilities
But What About Compliance?
Most importantly, Crawford’s workflows, alongside Doxim’s print and mail outsourcing solutions, help you maintain and manage compliance with crucial regulatory requirements.
If, for example, your organization handles all printing and mailing, you are likely to still rely on manual systems for tracking the delivery of mail pieces. This approach can be challenging for your team as they try to reconcile where and when mail is delivered every month.
Doxim’s approach uses Crawford’s single source of truth to track mail pieces in transit. The data provides end-to-end visibility—from USPS acceptance to a “Logical Delivery Event” (as close to the point of delivery as possible). We automatically generate a print summary job for audits and compliance for every job, allowing you to easily access and upload for your accounting or operational teams to validate usage.
Take Back Control for Best-in-Class Communications
With Doxim and Crawford, you enjoy the benefits of outsourcing without risking compliant print and mail communications. You don’t need to give up control, visibility, or flexibility because, via a centralized platform, we empower you to monitor critical processes in real-time and make informed decisions.
We help you successfully outsource your critical communications, allowing you to strategically manage your operations with the necessary tools to ensure success. Whether you need to maintain compliance, reduce costs, or improve efficiency, Doxim and Crawford Technologies give you visibility and complete control over your operations for compliant print and mail communications—every time.
About Crawford Technologies
Crawford Technologies develops solutions that help enterprises optimize and improve the secure and accessible delivery, storage, and presentment of their customer communications. As an award-winning, global provider of products and services with over 1,800 customers on six continents, Crawford Technologies enables some of the world’s largest banks, insurers, healthcare providers, utilities, and print services companies to reduce costs, simplify processes, and streamline mission-critical communications across all channels and in all formats. For more information, visit www.staging.crawfordtech.com or Twitter, LinkedIn, or Facebook.
