Due to the current digitisation and terms such as GDPR, we are increasingly aware of how often we entrust confidential data to third parties. Just think of your e-mail address, name, date of birth or postal address when you want to download or consult a document, for example.
Now, privacy and the protection of personal and confidential data is not only an important aspect in the digital world, but also within mail processing and distribution. After all, when you choose to outsource your mail processing, you entrust your business mail to an external mail partner. It is therefore important that you take into account a number of important concerns regarding reliable mail distribution. We will be happy to list them for you so that you can be sure to choose the most suitable outsourcing partner.
DOCUMENT INTEGRITY GUARANTEED
When you are looking for an external partner to process and distribute your business mail, it is important that this partner provides you with a guarantee of document integrity. Reliable handling of confidential documents is an absolute must with any mail solution you choose. Whether it’s ensuring correct covers, vignettes, mailbags or providing a reliable customer portal, your privacy must always be treated as a top priority.
To ensure that your confidential data remains protected even during digital mail solutions, postal companies use secure systems. At Easypost, for example, we opted for a highly secure platform where you can send your documents so that we can print and process them for you. You don’t have to worry about confidential information suddenly becoming public for our employees, because the entire process is done in-line. No one has access to the content of your mail.
CLEAR INFORMATION ABOUT YOUR PROCESSED MAIL
It is not only important that personal data is well protected at all times, but also that you are always aware of the amount of business mail sent, the status of registered mail or postal packages, etc. It is therefore best to choose a professional postal partner who guarantees a transparent mail handling process, for example by means of a well-developed customer zone. Some companies, such as Easypost, offer a customer zone that allows you to consult the receipts for your digital registered mail up to 10 years after the date or check the shipment status of your parcel . Such a customer portal also complies with current GDPR legislation and is encrypted with a specific security key with which you must log in. In this way, you can be sure that only you can access your shipping data.
MAINTAINING CONTROL OVER YOUR CORPORATE MAIL AND RELATED COSTS
A third point of attention regarding reliable mail distribution is maintaining control over your mail and the associated expenses. We just mentioned that many external postal partners work with a secure customer zone to keep you informed about mail processing and distribution. The portal is also used to give you an update on the amount of monthly mail and associated invoicing. In such a customer account, you can consult your detailed invoices and in some cases even have them broken down by department. In this way, you keep a constant overview and control over your various expenses. After all, a transparent way of communicating is part of a reliable mail service.
Of course, the expertise, experience and punctuality of your mail processing partner also contribute to the value of reliable mail delivery, but protecting your confidential data is an absolute top priority.
Would you like more information about our reliable postal solutions and service? Then contact us now. We would like to give you more information about our professional ways of working.