Organizations that send transactional and business-critical documents should track their outgoing customer mail to ensure the intended documents reach the mailstream accurately and on time. However, many do not realize their mail is being tracked improperly. Every day mail is improperly tracked, if at all, organizations are risking noncompliance, data breaches and collateral damage.
Government regulatory bodies such as the CFPB and OCC mandate specific times, dates and content for financial communications. Additionally, they require proof of mailing. Failure to comply or be prepared for audits can result in unforeseen regulatory fees.
If your document services vendor is properly tracking your mail, you will be better prepared for compliance audits. Alternatively, if your document services vendor falls short on mail tracking, you will not able to adequately provide information on if and when a customer receives a document, as well as the content of that document. As a result, you would be putting your business at risk for fines, legal fees and customer litigation.
According to the Federal Trade Commission, 40% of identity theft victims cited stolen USPS mail as the source of personal information taken. Thieves and scammers take advantage of an organization’s inability to properly track mail over a length of time, taking possession of personal data and mail offers. One of the most common scams mentioned, change-of-address fraud, involves an identity thief asking a financial institution to send a replacement debit or credit card to a “recently changed” address. What happens next? The customer’s account is depleted by the thief, resulting in an unhappy customer and a hard hit to the organization’s bottom line.
Benefits of Mail Tracking
Mail Tracking serves as the audit point for outgoing business-critical documents.
The Solution: Follow Every Mailpiece from Insertion to Delivery
Lanvera’s Mail Tracking provides visibility into each business-critical mailing as it enters the mail stream.
It is no secret that self-service is today’s preferred method of problem solving. In fact, Fast Company reports that 70% of consumers expect a company website to include a self-service tool.
While self-service applications are expected on all consumer-facing digital platforms, they are equally as necessary for your business’ use. Third party vendors with self-service portals can help you streamline routine tasks by giving you more control and drastically decreasing interaction with a representative.
A self-service customer communications portal will provide you with the opportunity to personalize marketing, reduce costs, increase efficiency, and be prepared for emergencies.
Gone are the days of mass marketing! According to a recent report from Accenture, 75% of consumers are more likely to buy from a company that recognizes them by name, recommends options based on past purchases and/or knows their purchase history.
An intuitive self-service customer communications portal allows you the flexibility to utilize customer data for personalized and dynamic one-to-one marketing messages. As a result, you will increase customer buy-in on relevant additional products and services.
Reduce Costs and Increase Efficiency
With 24/7 remote access, you can make changes to your customer communications at any time and on your own timeline. Additionally, the ability to make turnkey changes on your own without all the red tape of having to communicate back and forth with your vendor (submitting a ticket, clarify necessary changes, etc.) will save you headaches, time and extra expenses.
Be Prepared for Emergencies
Unfortunately, we do not usually know ahead of time when an emergency will occur such as a natural disaster or power outage. A user friendly, self-service portal will give you remote access to quickly and easily upload and import customer files and messages to your digital platforms in order to keep customer communications intact.
A self-service customer communications portal can change your communications strategy from reactive to proactive by providing you the ability to change messaging at any time, on your own timeline and from anywhere.
Contact us today to learn more about how Lanvera’s self-service customer communications portal can help you streamline efficiencies.