Everything You Need To Know About Towne Mailer’s Security & Data Protection

data security for outsourced printing and mailing - Towne Mailer

When we talk to businesses about outsourcing their invoice and statement printing and mailing tasks, one of their most common concerns is the security of the information that they mail. In many cases, they are extremely careful about the private information of their clients, which often includes:

  • Private addresses.
  • Billing and invoice information.
  • Medical information/patient information for our medical clients

At Towne Mailer, we are very aware that security and privacy are two of our clients’ biggest concerns. For this reason, we have put significant thought and effort into our data security measures–and we have never had a breach in our 17 years of operation.

Let’s take a closer look at our data security system.

Our Data Security: Layers Upon Layers of Doors and Locks

We talked to our long-time print manager Robert Drake about exactly how we keep our client information (and their clients’ information) safe and sound. He explained that just like a physical building, we keep our data safe behind a number of secure walls and doors, just as a home may have a fence, locked outer doors, and locked inner doors.

Specifically, our gates and fences include:

  • A secure router. This piece of hardware directs and filters information coming into our system.
  • A firewall. Our firewall further polices information as it enters our server, limiting access and making certain that hackers stay out and only the data we want gets in.
  • A secure web server. Our secure server makes certain your data is protected when you upload it. In addition, the data only remains on our server for a few moments before being downloaded onto our own offline server, where it is even safer. Anyone who logs on to our servers can only remain for a few minutes before being logged off, preventing anyone on site to copy sensitive information.
  • Lots of encryption. The router, firewall and servers are all encrypted, making any sort of breach of security during information transfer significantly more difficult.
  • Independent security. All aspects of the above system are independently password protected–even if a hacker were to gain access to one part of our system, the others would still be protected.
  • Physical, on site security. Our hardware is safely located on-site at Towne Mailer, where it is protected with a good old lock and key.
  • Non-Disclosure Agreements. As a condition of employment, all of our employees sign a non-disclosure agreement applicable to the data we print and mail for our clients. Also, as to our medical clients we sign and deliver to our medical provider clients a HIPAA Business Associate Agreement prior to commencing our printing and mailing service.

Request A Free Quote From Towne Mailer

If you are thinking of outsourcing your statement and invoice printing and mailing, but you are concerned about data security, we’d be happy to speak with you about our processes and systems. We’ve found that in many cases, our data security is even better than the systems our clients have in-house.

We offer businesses of all sizes a free, no-obligation quote. To learn more about our services, talk to our team, or request a quote, contact us today online or call us at (877) 882-6245.

 

 

 

 

 

 

Streamline Your Statement & Invoice Printing and Mailing Today

printing and mailing invoices and statements

One of the best way to make your business more successful is to streamline all of your processes, down to the smallest details. Making sure that your office runs accurately and efficiently can make a significant difference when it comes to profits, employee happiness, and customer satisfaction.

At Towne Mailer, we specialize in streamlining your invoice, statement and letter printing and mailing. We want to make certain that all of your documents go out quickly and without errors–and for the least amount of money possible. These documents include:

• Statements and invoices.
• Personalized letters.
• Mail merge letters.
• Medical statements and bills.
• Dental statements and bills.
• Collection letters.
• Tax notices and bills.
• Jury questionnaires and notices.
• Rental statements.
• Utility Bills.
• Loan coupons.
• QuickBooks ™ invoices and statements.
• HOA mailings
• Newsletters, inserts, and fliers.

Even if you are already using a mail printing and processing outsource provider, we want you to know that you may be able to save more money (and more time, and more headaches) by switching to Towne Mailer. You can find out how much you can save by talking to our team and requesting a free quote.

What Towne Mailer Brings to the Table

Why are we a great choice for outsourcing your print and mail process, and how do we beat out the competition? Great question. Here are the five big reasons that our clients choose us.

• Our 24-hour turnaround guarantee. We have a one-day guarantee for all regular orders–and we have never missed a deadline. All regular orders that arrive by 8 a.m. on a weekday will be printed, processed, and mailed by close of business that day.

• Our above and beyond customer service. We will do everything in our power to help you get the service you need, and we will do it with skill, speed, and a smile. Don’t be surprised if you call up with a question or concern and Michael, our founder and president, answers the phone ready to help you out.

• Our invoice design services. We know that clear, well-designed invoices and statements get paid faster, improve company cash flow, and result in much less customer confusion. For this reason, our team will help you design simple, easy-to-read, branded invoices.

• Our security. Towne Mailer operates on a secure server and takes a number of security measures to protect the data of our clients. We have never experienced a security breach in our 17 years of operation.

• Our quality assurance process. Throughout the printing and mailing process, the quality of the job is checked, both through report generation and by staff members themselves. At the end of the process, you will receive three different reports so that you know exactly what was mailed, when, and to whom.

Request A Free Quote Today

If your business mails more than 200 letters each month, we can save you time and money while increasing the speed and accuracy of your mailings (no matter where in the United States you are located). It’s time to streamline your business, and this is a great place to start.

Ready to find out how much you can save? Our team is ready to meet you. We invite you to call (877) 882-6245 or fill out our quote request form.

  • This field is for validation purposes and should be left unchanged.

Outsource Your Statement Printing & Mailing and Improve Your Record Keeping  

printing and mailing invoices and statements

There are lots and lots of great reasons to outsource your statement printing and mailing jobs, the two biggest of which are saving time and saving money. But there are lots of little reasons to consider a print and mail outsource provider like Towne Mailer, too. One benefit that we haven’t discussed in-depth on our blog so far, and one that some companies overlook, is improving your record keeping.

When we speak to many businesses that are doing their own in-house statement and invoice printing and mailing, we find that it is a task that is often done whenever there is time, without a set process. Even when there is a set process and timeframe, in-house teams rarely have the time or skill sets to create reports regarding what they have done or to record the basic information about the mailing. This lack of reports and records make it difficult to prevent mistakes, catch mistakes if they do happen, or understand why mistakes happen in general.

The Benefits of Reports and Record Keeping 

At Towne Mailer, we believe that reports and record keeping are one of our best secrets to keeping our clients (and our clients’ clients) knowledgeable, efficient, organized, and happy. All of our clients receive three reports along with each of their jobs: an itemized submission report, a submission detail report, and a bad address report. These three reports are vital to quality assurance and record keeping. Why else are they a good idea? 

  • Prevent (or catch) mistakes. The first two reports we issue give an overview of the job. They can be easily reviewed in order to ensure accuracy and prevent timely, costly mistakes. The third report is vital in understanding when you have a bad address and why a customer does not receive their statement or letter.
  • Stay organized. If you have a question about what exactly was sent and when, your reports reach back in time and paint a clear picture of what took place. Records can also help you keep track of how much mail you are sending out over time.
  • Save time. Records can save you time both when they prevent mistakes and when you are trying to right wrongs. Yes, creating records takes a small amount of time and effort, but it saves these resources in the long-term.
  • Save money. Any step that saves you time also saves your money. Having reports and records means a more successful year for your business.
  • Get peace of mind. What price would you pay to not have to worry about whether or not your customers are getting their letters, statements, and invoices that are accurate and timely? Your reports mean that you can simply glance at a new documents and know that everything is running smoothly.

Ready to Outsource Your Statement and Invoice Printing& Mailing?

At Towne Mailer, we absolutely understand the importance of reports and record keeping–and we do everything for you. If you are curious if your business could benefit from outsourcing their statement, invoice and letter printing and mailing, or if you are thinking of switching your outsource provider, call us today or fill out this short form to speak to our team and request a free quote.

Should You Switch Your Statement Printing & Mailing Outsource Provider?

printing and mailing invoices and statements

Outsourcing your statement printing and mailing can save you a great deal of time and money while also ensuring that your customers get the fast, accurate service they need and deserve. But not all outsource provider are created equal. How do you know if you are getting the most out of your printing and mailing outsource provider, and how do you know if you should consider a switch? Let’s take a closer look.

Signs It Might Be Time To Switch Statement & Invoice Outsource Provider

Switching outsource provider might take a bit of effort, but it may be worth it in the long run due to the long-term benefits of working with a faster, more efficient, or more accurate company. Here are a few signs that it may be time to look into switching:

  • Your outsource provider has missed deadlines. This is a sure sign that you need to look elsewhere for a printing and mailing company to help you. Deadlines should be respected and met when it comes to regularly scheduled tasks, and your outsourcer should be willing to work with you when you have time-sensitive projects or special timeline needs.
  • It would be faster if you did it yourself. Does your outsource provider lag? Do your clients or customers complain about how long it takes them to receive invoices, letters or statements (or that there is not much time between when they receive their letter and when their payment is due)? Do you have cash flow issues? Do you wonder if you should return to doing the job yourself? Before you bring the job back in house, consider another outsource provider.
  • Your customers have reported errors. If your customers are reporting mailing errors or not receiving letters, it may be time to look for a new provider. If you are catching mistakes, too, it’s a red flag. Doubly so if their customer service isn’t great when you report mistakes.
  • You think you could save more money. If you’re saving money with your outsource provider, but you wonder if you could save more, it doesn’t hurt to request quotes and look at your other options. Especially if there are also other signs you should switch.
  • You want a better relationship with your outsourcer. It should be a joy to work with your printing and mailing outsource provider. They should be friendly, concerned, and always striving to do better. They should also get to know you and your business so that they can meet your needs and serve you better. If that’s not the case, look elsewhere!

Request A Free Quote From Towne Mailer

Making a change and switching outsourcer provider couldn’t be easier. All it takes is one request: find out how much more you could save by requesting a free quote from Towne Mailer. And find out what it’s like to work with our team by trying us out for one job, no obligations and no strings attached. We are passionate about what we do, we put our clients first, and we have never missed our 24-hour deadline guarantee. To get started, please call us today at (877) 882-6245 or fill out our short quote request.