Automated Reprint Workflow Solutions Help Reduce Time, Cost and Resources

It’s easy to forget how much a damaged piece of mail can cost a business producing transactional mail.

Time, resources and trust feel impact every time a pair of hands touches a single regulated document. And don’t forget that a few dollars add to your processing costs each time.

Hard to believe?

Here’s a quick look at the manual reprint process:

— A damaged mailpiece diverts and verifies
— Time lapses to look up which job the mailpiece came from
— Next, the mailpiece either goes to reprint printer or the larger process printer
— Correct paper stock and pre-printed forms and shells must be located and assembled
— The reprint then queus up on the correct printer
— Finally, the documents get manually inserted and reconciled

At least six manual steps combine per damaged document, which take operators away from optimizing the primary printing and inserting systems. It also requires maintaining sufficient stock of pre-printed cutsheet forms and shells. In fact, industry estimates suggest that materials and labor needed for manual reprints can cost anywhere between $15 to $20 per piece. And in today’s competitive transactional mail production market, every dollar counts.

Each of these manual steps in the reprint process also introduces risk. There is a higher chance of human errors such as insert, form or envelope mismatch, incorrect addressing, and lost mailpieces. If an envelope is opened or an a mailpiece is shipped with any errors, there is a higher probability of privacy breaches. Any regulatory infringements or privacy violations can result in exposure to liability and fines.

Automating Workflow

Fortunately, full color automated reprints can solve many of these problems. This closed-loop system helps meet tight deadlines and regulated standards by increasing productivity and accuracy through a streamlined, highly-accurate automated process.

Documents from the printer run through high-speed finishing equipment, where mailpiece damaged or rejection takes place. Data, which pinpoints damaged or missing mailpieces, automatically sends via job-tracking software to a printer, which then reprints the missing mail inserts. A full color inkjet printer can even replicate the look of preprinted forms easily.

If you had a reprint inserter module, the reprints would automatically insert into a nearly identical envelope. Otherwise, the cutsheets could feed back to a high-speed inserter or manually inserted. The mailpieces would then reconcile with their original job. Additionally, the automated reprint reports would generate for proof of completing the entire job.

This simplified and data-driven process drives down costs by implementing plain paper factory initiatives and reducing labor needs. Improved quality and accuracy eases worries of regulation infringement.

Download the automated reprint solution brief to learn more about automated workflow.