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What is print-to-mail
continuity and recovery?
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Every day, companies generate
billions of invoices, financial statements, healthcare/insurance
documents, payroll checks, payments, customer communications
and critical internal communications and reports. Those
documents are imaged, printed, sorted and mailed to customers,
shareholders, regulatory agencies, employees and vendors.
A business interruption—human error, power outage,
natural disaster—can occur at any moment to any
business. When systems fail, a print-to-mail recovery
plan can be triggered immediately at a remote facility,
seamlessly continuing your day-to-day business operations.
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Why is it important
to have a print-to-mail recovery plan?
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| Without a proper plan,
the complex nature of print-to-mail operations can take
weeks, even months, to resume fully, and outsourcing printing
or labor can be extremely expensive, if available at all.
Should the plan be needed, your company has the ability
to quickly trigger full-scale duplicate operations at
the alternative site. A company can shorten its total
recovery time, reduce its risk and exposure to financial
loss, comply with regulatory and legal requirements and
maintain smooth communications with critical audiences
– all primary benchmarks of a successful recovery
and business continuity strategy. Instituting a plan also
shows your company is a leader, not just a survivor. |
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Who is at risk for
a print-to-mail interruption?
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Any company that prints
and mails documents is at risk. Nearly 75% of all U.S.
businesses have experienced an interruption. It’s
important to note that it’s not just natural disasters
and terrorist attacks that cause those interruptions.
In fact, the leading cause of business interruptions is
human error. Mail-Gard knows this first hand as all of
its disaster declarations have been due to human error.
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Is your company’s current
print-to-mail recovery plan adequate?
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Most likely your company doesn’t have the capital
to maintain multiple or duplicate print-to-mail facilities.
You could form a partnership with another company to back-up
your functions, but what if that facility is hit by the
same power outage or hurricane? Or what if your partner
company has an important job that can’t be bumped?
If you do have an agreement with another company, how
do you regularly test your plan? |
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How does a print-to-mail
recovery plan work?
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| A plan can be incorporated
into your company’s overall business continuity
or recovery plan with relative ease. In as little as a
few months, the pre-planning and concept testing can be
completed. Once your plan is in place, annual or semi-annual
testing will accommodate and integrate any systems changes
in data, print or mail requirements. |
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How to determine if
a print-to-mail recovery program is financially viable
for your company?
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| A company should take the
same steps to protect its print-to-mail operations as
it does to protect any other day-to-day function. Your
company must determine how long it can operate without
the ability to disseminate its critical documents, by
analyzing the impact of each hour or day that it is unable
to generate, process, print and mail such documents. Link
to the solutions page to understand how an interruption
in processing and mailing your critical documents affects
your company’s bottom line. |
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How to choose a print-to-mail
continuity and recovery provider?
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| Factors to consider when looking for a print-to-mail recovery
provider include expertise and focus in print-to-mail recovery services. Also look for a
company that can replicate your existing systems and provide you with testing. Print-to-mail
recovery should be your provider's primary business and should include a dedicated environment
to support all print and mail functions.
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Why should your company
choose Mail-Gard as its print-to-mail recovery service
provider?
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Mail-Gard
is the nation’s leading provider of print-to-mail
recovery solutions. Mail-Gard’s
business is print-to-mail recovery. Mail-Gard maintains
a fully-secured, dedicated recovery facility that supports
cut sheet, continuous form, duplex, MICR and color printing
as well as accumulating, folding and inserting capabilities
in conjunction with on-site U.S. postal substations and
warehousing.
Mail-Gard can customize a program to meet your specific
print-to-mail requirements. Most importantly, Mail-Gard
offers proof-of-concept testing to assure that our facilities
will match your needs in the event that your company faces
a crisis. |
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