How to improve the security of your outgoing communications

How to improve the security of your outgoing communications


When mistakes happen in business communications it can be embarrassing and costly - it can even be a security issue. If marketing mailers don’t reach their intended recipients, it’s a waste of money; if a customer is sent the wrong product information, it can jeopardise a business relationship, but if sensitive information goes into the wrong envelope, that can contravene data privacy and that can be serious.

By producing, collating and distributing communications manually, businesses are relying on processes that can be labour-intensive and prone to errors and when the stakes are this high, that can be a problem. In business communications, accuracy and security in content and delivery is key. Companies need to know that the documents they send out reach the right people and this means doing everything they can to minimise errors in the process.

By re-evaluating communications procedures and putting in place digital solutions to provide robust tracking and reporting, companies stand to improve the security of their outgoing communications.

Communications integrity

To give companies the reassurance they need that the right message will reach each customer every time, processes need to define which document should go into which envelope. Capturing proof of delivery and providing an audit trail of the activity end-to-end also closes the loop on the integrity of the process.

Output management software helps achieve this by sorting and collating documents for each recipient and securing the content of each mailing piece using intelligent inserter barcodes.

Securing the content of documents: a digital solution

By ditching manual processes in favour of automation and digitisation, two useful tracking measures become available to help companies improve the security of their outgoing communications:

  • Intelligent barcodes: optical marks, such as barcodes, are added to each mailing piece. These are ‘read’ by an intelligent folder inserter to control which document goes into which envelope
  • Electronic signatures: these can provide a record that each item of mail reached its intended recipient.

For reasons of data privacy and protection as well as for customer satisfaction, it’s important for all businesses to secure the content of their mailings. By swapping manual processes for digitisation and automation, companies can aim to control which document/s go into which envelope/s, introduce tracking and monitoring and, on the whole, improve the security of their outgoing communications.