The global economic downturn is creating significant business challenges that are expected to extend well into next year. Companies can implement strategies to meet these challenges and even gain a competitive edge in the eventual recovery. Outsourcing is one such strategy, according to experts, which is likely to increase in 2009. Oce Business Services is highlighting specific document management processes - whether outsourced or managed internally - that can help organizations lower costs and streamline operations during a downturn.

Earlier this year Oce Business Services issued a comprehensive survey report, "A Premier Standard, How Organizations can Elevate Business Performance through Advanced Document Process Management" (Oce Survey can be found here: http://www.obs-innovation.com/62.aspx). The survey report links six document management practices with high value business benefits according to senior executives experienced in document management. In one of the findings, survey respondents report that mail and shipping practices have a high impact on improving operational efficiency, driving faster time to market, and reducing costs.

The following mail management practices can help organizations increase the efficiency of their operations while containing costs.

Contain Certified Mail Costs

Organizations can realize significant savings by using a Certificate of Mailing instead of Certified Mail. Businesses often use Certified Mail to verify that a mail piece has been sent. Using a Certificate of Mailing can accomplish this much more cost effectively, especially if verification of delivery or a return receipt are not required. For example, a company can save $3.82 for every one-ounce letter using a Certificate of Mailing. For a small fee, Proof of Delivery can be requested from the USPS at a later date.

Address for Success

Undeliverable addresses cost the USPS an estimated $2 billion per year; to businesses that can mean unpaid invoices, lost sales, and poor customer service. Accurate addresses are critical to the post office delivering mail to intended recipients and ensuring that postage costs will not be wasted on bad addresses. Also, the USPS launched a new intelligent barcode system last year. Creating automation-compatible mail pieces with proper address components will enable companies to maximize their postal discounts and reduce surcharges for non-compliant address content.