When sending high-volume mailings to thousands or even millions of claimants/constituents, entities are exposed to economic and professional reputational risks if the execution of the mailing is flawed or if confidential claimant information is exposed.
Hiring a provider that will deliver secure, accurate, and timely notices is of paramount importance. Experienced providers with many year of industry experience designing processes and protocols that mitigate risks associated with high-volume mailings while also establishing safeguards to protect claimant information is your best choice. Below is a list of noticing best practices:
1. Ensure the highest level of mailing data integrity
It is important to ensure the validity and accuracy of high-volume mailing lists. The right provider should regularly run lists through multiple tools. Databases such as the National Change of Address (NCOA) should be cross-referenced to ensure a current address. Melissa Data look-ups and Lexis Nexis research also provide a higher level of confidence in mailing data accuracy prior to use.
2. Protect and secure sensitive data
An expert provider should advise its clients on industry best practices that will safeguard personal and/or sensitive information. Data such as home addresses, personally identifiable information (PII) and sensitive personal information (SPI) should be redacted. Always hire a provider that has a HIPAA (Health Insurance Portability and Accountability Act) certification, is SAS 70 (Statement on Auditing Standards 70) compliant, and whose servers are redundant and will protect sensitive client data from unwanted exposure.
3. Satisfy due process and withstand judicial scrutiny
Always look for a noticing expert with experience designing programs that satisfy due process requirements and withstand judicial scrutiny. Whether your clients are communicating to a defined mailing list – simple or complex – or creating an integrated business process, your provider should leverage their experience to provide efficient, cost-effective solutions. Partnering with multiple industry organizations including the USPS (United States Postal Service) and postal customer council, enables a provider to gather real-time feedback on best practices and ensures ongoing compliance with postal regulations. Additionally, hiring a provider with Coding Accuracy Support System (CASS) Certification will ensure that client mailings arrive in a timely manner, at their intended destination.
4. Ensure mail delivery goes smoothly
If delivery of mail can be challenged, you need to ensure that undeliverable mail can be tracked. Incorrectly addressed mail should be forwarded or returned to the mailer as undeliverable Look for a provider that utilizes bar coding for all mailings to ensure efficient tracking and reporting of all undeliverable mail. This provides real-time visibility into the mail stream in case adjustments are needed.
When hiring for a business mailer, you should seek a provider that goes beyond the basics of ink on paper. A reliable provider should consult with companies of all sizes to craft customized solutions that meet their mailing needs using a scalable, best-in-class suite of print, mail and fulfillment tools and services.
