Document Integrity: Getting it Right the First Time

There’s nothing more important to managing your document management work flow than integrity. However, maintaining document integrity can quite be challenging for most organizations.

So, what exactly is document integrity? Simply put, document integrity means making sure all documents are sent to the right customer, the first time. Ensuring all content whether a medical bill, paycheck stub or any other important document is sent and include the correct pages for the appropriate person, can be a tricky process but extremely crucial to business success.

Businesses should implement a system to ensure mail is compliant through programming their folder inserter machines on which documents to collate t and insert.

Here are six key phases during the folding and inserting process that ensures document integrity.

1. As documents feed into the folder inserter system a Unique ID in the coded label on the documents is read and recorded by the folder inserter.
2. Multiple pages for each recipient are assembled before being sent through the folder inserter.
3. Each set of documents is then recorded at each and every step as the documents move through the system. This means you always know exactly where each and every set of documents is at all times.
4. Recording continues into the envelope. If the process is stopped and the set of documents is removed, this event is recorded and we still know exactly where each item is at all times. The set removed will show up in the data.
5. The folder inserter (which is connected to a postage meter) can communicate which set it is processing to the postage meter and the right postage or address is applied to the envelope.
6. All the completed envelopes are then stacked on the conveyor ready to go.

Incorrectly managing documents can cause many issues – not only for your business, but also for the recipient, especially in the case of receiving time sensitive communication. Insuring document integrity can be achieved with the right equipment (linked to folder/inserter) and the right process.