Print and mail outsourcing is the process of hiring a third party to handle the printing and distribution of documents. is the traditional sub-segment of document process outsourcing or the transfer of responsibility for document-intensive processes from an organization to a service provider. Print and mail outsourcing generally refers to outsourced printing, scanning, and mailroom services rather than an outsourced process. In many cases, the entire document process is outsourced, including design, scan and capture, printing, reproduction, quality control, archiving, and mailroom services.
outsourced printing and mail services
Print and mail outsourcing services can be categorized into operational and promotional or marketing communications. operational print and mail services support the internal activities of an organization. Materials include stationery, manuals, memos, and other company documents. On the other hand, promotional print and mail services support the organization’s marketing communications campaign. Materials include brochures, posters, banners, packaging, brochures, direct mail, and other sales materials.
Businesses that outsource printing and mailing activities may need discreet services or end-to-end document printing and distribution support. Comprehensive services cover every step of the print and mail process: concept development, design, customization, printing, document reproduction, distribution, warehousing, and post-production services (mailback management, warehousing, etc.).
Print and mail outsourcing continues to grow as print and electronic communications become integrated and businesses seek solutions to improve workflows, automate processes, reduce paperwork and lower costs. Chief Marketing Officers (CMOs), who are responsible for driving growth, are also beginning to understand that internal marketing campaigns must be run as an operational department. therefore, cmos is turning to outside experts who can better convert incremental investment into sales and enhance corporate brand value.
One of the biggest benefits of outsourced mail and print services is cost reduction. Print and mail outsourcing is a cost-effective way for businesses to maximize their printing and document distribution budgets. In particular, letting an outside expert handle the printing and delivery of marketing communications can help businesses reduce print budgets by 30 percent or more and drive revenue growth.
Print & Mail Outsourcing Growth Engines
Third parties have been offering traditional print and mail services to organizations since the advent of modern printing. Technological innovations such as the Xerox photocopier, CMYK printing, and the laser printer have further expanded the capabilities of printing and document processing companies.
print and mail service outsourcing in the usa. uu. It was popular with financial services companies in the early 1990s, around the same time that companies began to outsource technology services locally and abroad. Due to the sheer volume of paperwork, printing, and document distribution activities in banks and financial institutions, many companies have begun seeking partnerships with service providers that can get the job done more effectively, quickly, and economically.
Printing and mail room outsourcing has grown exponentially over the last decade as companies turn to third parties to help them reduce costs, improve productivity and achieve ecological sustainability. In the first generation of print and mail outsourcing engagements, companies primarily sought to reduce costs and increase productivity. In North America and Europe, many companies followed the general trend from local to offshore outsourcing to further reduce spending. many service providers claim to save customers up to 30 percent through end-to-end services. however, organizations continue to face pressure to save more money while increasing process efficiency and driving innovation.
Today, print and mail service providers, their customers, and outsourcing commitments have come of age with experience. Second and third generation print and mail outsourced engagements are characterized by more demanding customers seeking added value and business transformation and providers with new opportunities to expand the reach of services and support businesses of all types and sizes.
For example, business mail and print services have evolved towards end-to-end document processing and outsourcing of higher value activities, with the goal of improving business performance and bottom line. The goal of next generation print and mail outsourcing is to achieve business transformation through process improvement and innovation, turning vendors from mere vendors into strategic business partners.
Basic flow of overseas outsourced printing and mailing
Print and mail outsourcing processes vary by service provider. however, some steps are common in the operational and promotional (marketing communications) print and mail workflow. the process generally begins with the acquisition of documents from the client and ends with logistics, or the delivery of the printed material to the client or end user.
1. data transfer. the client submits the documents and files to the service provider for printing and distribution. paper documents can be sent to the provider by courier, while digital files are transmitted electronically via the internet (email, dropbox), computer-to-computer transfer such as ftp (file transfer protocol), and other public or private methods electronic data interchange. .
2. data processing.The next step is the extraction of information from the documents presented. if they are paper documents, they are usually converted to a digital format by scanning or capturing images for easier backup, storage, and reproduction. for documents that are already digitized, the provider will extract the key information and prepare the data for printing, automation, reproduction, and distribution.
3. document formatting. document formatting is the process of converting data into a print-ready document. the provider follows the general layout and composition rules (as well as the rules set forth in the customer’s specifications) to convert the information into the target layout format. in addition to layout and content, automation codes and special print notations are formatted into the documents for insertion into the machine.
4. variable printing. The print-ready file is then sent to the printing department. Document specialists, graphic designers, and copywriters often work together to customize each print-ready document to reflect the client’s brand and drive customer engagement based on marketing research and promotions. for example, personalized promotional direct mail (with custom text, font color, paper color, and type of images consistent with the target demographic) appeals to end users far more than generic sales guarantees. after the client approves the proofs, the envelopes are printed.
5. inserting envelopes. Inserting documents into envelopes can be done automatically, semi-automatically or manually, even for large volume orders. First, each document is either folded to specification or assembled into a piece of mail that is not an envelope. envelope documents are either a) fed into a machine that automates the process of inserting printed envelopes of different sizes and folded into the correct envelopes, or b) folded and inserted into envelopes manually.
6. shipping and distribution. After preparing the envelopes, they are ready to be packed, addressed and sent. Service providers have longstanding partnerships with major carriers to deliver mail to end users locally and internationally. In the United States, carriers have integrated their systems with the United States Postal Service (USPS) to streamline processes and allow customers to reduce shipping rates. service providers ensure that each shipment or package is postage-correct and complies with the courier’s guidelines. For example, machines that read barcodes can automatically apply a new address if the customer has moved or submitted a change of address through the USPS.
7. mail-back handling. mail-back handling is a post-print and shipping service offered by many providers. the provider processes and analyzes the returned mail and presents a detailed undeliverable mail report to the customer. Return mail management can reduce the number of documents returned. It can also be critical to cost reduction initiatives, providing data and analytics that can be useful for future campaigns.
8. compliance. Some providers offer inventory management and storage services (short or long term) in addition to printing and mailing. materials are stored in an environmentally controlled and secure environment, and the supplier informs the customer when certain supplies need to be replenished. high-value items are stored in a secure warehouse that can only be accessed by customers and approved staff.
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