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Best Practices For Mail Security...
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The purpose of this document is to provide sensible and informative suggestions that your business can
take to ensure the integrity of outbound mail and parcel mailings. Your outbound material such as invoices,
general mailings, promotional materials, packages, etc. is critical to the success of your company so it is
essential that the recipient open your mail and packages. Some of the following ideas may be helpful to
your mail operation:
Recommendations for Mail Piece Preparation
- Always print your company name and return address on envelopes
- Consider using an addressing system to add return address, phone number, e-mail
address or other company information to your mail
- The more information the recipient has about your company, the more comfortable
they will be with your organization
- Use a postage meter to provide evidence of postage - not stamps
- Meter imprints are traceable to the point of mailing origin
- Meters are licensed by the U.S.P.S.
- Use address management software to ensure that mail is properly addressed
- Weigh all materials to avoid postage overpayments
- Discontinue using 'handwritten" fonts
- Be certain all your mail is sealed properly and securely
- Used closed window envelopes rather than open window envelopes
- Consider using postcards or self-mailers for promotional mailings
- Consider alternative mailing materials such as TyvekŪ mailers for additional security
for your packages and documents
Securing the Production Facility
- Restrict and monitor access to your organization's postage meter
- Limit or eliminate processing of personnel mail
- Lock the system when it's not in use, and utilize password protection
- Prohibit doors from being propped open
- Require that deliveries to be made in restricted area
- Restrict drivers to an area that is separate from the production facilities
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