then Hurricane Katrina hit New Orleans in 2005, USPS mail service was suspended for weeks across several states. It was critical for business to reach their customers to deliver their documents, but their typical delivery strategy had come to a screeching halt.
Natural disasters can cause unexpected interruptions that wreck business operations for weeks or months, and while you can ensure that your data is secure, and your own operations are backed-up, the threat of external organizations lacking preparation is an element beyond your control… to an extent.
A key element of preparedness is having the ability to quickly and easily adapt to unexpected changes, whether or not they’re something you could have anticipated. Backing up mail delivery with e-Presentment is a great way to ensure the ability to communicate with customers despite external limitations beyond your control.
After the hurricane, we at Lanvera were able to help several companies move quickly to electronic presentment with email communication so that relocated customers could access their documents online.
ADAPTABILITY IS CRITICAL.
There are 3 things you need to ensure a smooth transition and a quick implementation to effectively take advantage of ePresentment as a form of back up mail:
Data security is the most important factor allowing for a smooth transition to ePresentment, as it ensures your customer data itself remains intact despite disaster. Data security includes ongoing data audits, regulatory compliance maintenance, and redundant data centers.
RESPONSIVE THIRD-PARTY VENDOR
Partnering with a vendor to provide your data security is incredibly important. Not only do document outsourcing partners allow you to house and back up your data at off-site locations, they’re experts in workflow design and have years of experience to leverage in reacting quickly and fluidly to change, helping businesses to easily and successfully transition to ePresentment if necessary.
USER FRIENDLY, SELF-SERVICE INTERFACE
A user friendly, self service portal interface will allow businesses facing disaster to quickly and easily upload and import their files for fast implementation and production. The ability to quickly move customers to electronic presentment with email communication is essential to give customers easy and fast online access, and supplement any delay in printing and processing operations, and the ability to have complete control over the document creation and transition process is a huge benefit.
These three elements will help any business ensure a smooth transition to electronic presentment if necessary, but preparation is key.
To really take control of this type of disaster before it strikes, work toward transitioning your customers to electronic adoption early.