In the age of e-commerce and digital data, businesses spend billions of dollars annually to protect customer privacy online. But when it comes to snail mailing checks, bank statements, insurance notices, healthcare records, and other sensitive documents, only large, enterprise mailers have been doing an effective job at protecting privacy, according to the technology company Pitney Bowes.
Responding to small businesses’ increasing concerns about security, compliance, and liabilities around client data, Pitney Bowes today introduced a new package of products that it says can protect privacy in “transactional communications” including invoices, statements, and other confidential customer data. The company says its new Relay multi-channel communications suite is designed specifically for small and medium businesses.
At the heart of the product suite is cloud-based document production software that provides a hub where users can create communications, direct in-house or off-site production, and deliver communications through physical or digital channels, including email, post to web, and digital archiving. In the event of a business disruption or capacity overflow, users can rely on the hub for off-site production options too.
Pitney Bowes’ senior vice president and general manager of Global SMB Products and Strategy, Patrick Brand, said in a statement this morning that the Relay hub “is the first and only cloud-based document production software that offers document enhancement, multi-channel output, and dynamic off-site print routing capabilities.” He added that the tools provide small businesses with data privacy levels comparable to “the largest, most sophisticated mailers in the world.”
Pitney Bowes research indicates that cost, difficulty of implementation, and lack of IT support are the most common reasons small and medium businesses typically default to a variety of highly manual, time consuming, and costly processes and workarounds for their mission-critical transactional documents instead of employing technology to manage their data security and compliance needs.
In a recent small business data security white paper, Pitney Bowes offered best practices to achieve, monitor and maintain a high level of document integrity. The company cautioned business owners to “not overlook how important document integrity is to your business,” and advised:
“For small and medium businesses that rely on transactional and information-based communications, document integrity is key to compliance, security, customer relationships, and your brand. File Based Processing provides the highest level of document integrity and proof that every customer’s mail piece was assembled correctly. It maximizes accuracy without sacrificing production speed, letting you know what is happening at any time during the mail run. It also quickly identifies and fixes errors and provides an audit trail for every page processed.
However, ensuring document integrity requires a thoughtful and diligent approach. File Based Processing is one key component. The other is to implement and maintain industry best practices for all operations around your transactional and information-based communications–both physical and digital–with both your outside vendors and in-house personnel. “