“One today is worth two tomorrows.” April 1757
Benjamin Franklin was a strong believer in personal responsibility. One of the virtues he listed in his autobiography was “Resolution: Resolve to perform what you ought; perform without fail what you resolve.”
To “perform what we ought”, we need to account for our actions, and the actions of our department. That means integrating systems that monitor not just every job, but pieces within that job. Just as important as any technical tool is the attitude of the individual performing the work. The team must adopt a culture of accountability.
There are tools available that assist with the integration of the automation used throughout print and mail operations. Software can take feeds from scanners, printers, inserters, postage meters and finishing equipment. Managers can automatically track all the work that is processed in their shop.
In the past, inbound mail volumes were tracked by counting trays and tubs, then using an “average” to calculate the number of pieces. Savvy managers will use openers to get an exact count of envelopes. Technically advanced operations use voice activated sorting software to extend tracking down to the department level.
Every company receiving packages or Certified Mail should be using tracking software. Scanning barcodes and capturing electronic signatures serve the dual purpose of accountability and metrics. With cloud-based and mobile-enabled solutions available, delivery tracking of packages and accountable mail is the minimal standard.
Using workflow software, print departments are able to manage jobs from receipt through completion. Effective Print Management Information System (MIS) software can manage job specifications, cost estimates, deadlines, and production schedules. Inventory control components track consumables and automate reorders. The system helps optimize production, ensuring service levels are met or exceeded.
Transactional print and mail departments must account not just for every job, but individual pieces within a job. In an integrity-based system, a job information file (JIF) is created with each print file. A JIF is a dataset that includes a separate record for each mailpiece. As a minimum, the elements include: Job ID, Piece ID. Page Number, Page in Set, and Total Pages. The JIF can be expanded to include the customer’s name and account number.
When a job is run on an inserter, the operator selects the matching JIF. The inserter captures the barcoded information, including the scans for reprints, and creates a second file, often referred to as an “Output File”. The two files are reconciled by the integrity system, creating an audit trail for every piece.
Tracking can be taken one step further, through the US Postal Service (USPS) Informed Visibility Mail Tracking & Reporting (IV-MTR) platform. Informed Visibility is the USPS source for near real-time mail tracking information. When using the Full-Service Intelligent Mail Barcode (IMb), mailers create an information file – Mail.dat – that is uploaded to the USPS servers. The USPS matches the scans of every pallet, tray and mailpiece back to the Mail.dat files.
The USPS allows mailers to retrieve tracking data from the IV-MTR website as a one-time query or recurring data feed. By using a recurring data feed, companies can track the mail as it is processed. This includes a “logical event” scan when the piece is delivered to the customer.
Combining the data from all these systems, managers can track work from the time it arrives in the print queue, through the production process, all the way to delivery. Internal service levels and regulatory requirements are measured and recorded.
The systems described above only work well in the right environment. The production team’s approach must be imbued with awareness and responsibility. Successful teams look at every job as an opportunity to exceed expectations. They know that the tools described above aren’t about catching mistakes, but proof of professionalism.
The right systems with the right culture equals accountability.
