Adding Integrity and Compliance Assurance – Full Audit Trail and MI Reporting

Integrity plays an important part in any business and making sure your clients only receive what is intended for them is now more important than ever. Get it wrong and you could be looking at the loss of a client, negative publicity and a compliance breach which can be accompanied by a significant fine.

Handling Personally Identifiable Information (PII) is a hot topic under GDPR (General Data Protection Regulation) and a breach can see your business in very hot water…to the tune of £17Million or 4% of global turnover, whichever is higher.

We help clients find the right solution at the best price to support automation and compliance. Whether this be a move from hand fulfilling documents into envelopes to utilising software to add barcodes to documents and then letting technology automatic fulfil the correct number of pages into each envelope via an intelligent inserting machine or remove any need for hardware or software investment with Hybrid Mail (sending document offsite for print, production and secure fulfilment –

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There are several levels of security when fulfilling documents, a summary of these is below:

• Hand Fulfilment (Risk of human error) – low security
• Machine Fulfilment with double detection (machine checks to ensure two pages aren’t pulled instead of one) – low-medium security
• Machine Fulfilment with OMR (Optical Mark Recognition) – OMR is the most basic form of integrity and is used typically on older legacy solutions but provides some security – Medium Security
• Machine Fulfilment with 1D barcode – (much like a supermarket barcode, although smaller) – Medium Security
• Machine Fulfilment with 2D barcode – (look like small squares containing lots of dots) – These can contain a lot more information than a 1D barcode – Medium to high security
• Machine Fulfilment with 2D barcode AND File-Based Processing – File based processing creates a manifest of all documents sent to print and reconciles this against each page that runs through the inserting machine and is inserted into the envelopes. Reporting is page level allowing confirmation that only those pages due for an intended recipient were collated and inserted into an envelope and sealed – This is the highest level of security confirming the contents have been correctly fulfilled combined with a full closed-loop audit report.

There are several software solutions to support document composition, e-delivery routes and the application of integrity, these are now easily accessible to all sizes of business as are the hardware options. Folding and inserting machines come as small as desktop solutions which are no bigger than a desktop printer making the technology available to enhance processes of almost any business size.

Don’t risk losing clients, paying substantial fines, brand reputation when this is now easily avoided with low-cost on-site solutions or even cheaper off-site solutions.