In virtually every level and branch of government, the ol’ fashion letter is alive and well. From property tax notices and assessments to vehicle registration renewal notices, newsletters, and more - the vast majority of these communications are done in print format.
Years ago, the most efficient way to produce things like notices and statements was to offset print the documents, then laser image the variable data onto the pre-printed shell/forms. But one simple regulatory change, election of a new official, or change of an area code and all that pre-printed stock became obsolete.
In fact, with the stroke of a pen, millions of dollars of printed materials could suddenly become outdated. Those legal disclaimers we tend to never look at on the back of government forms must be absolutely accurate. And sometimes those details can change frequently.
So, what’s a government agency to do in order to limit waste and be responsive to this new, quickly changing world in which we all live? Go 100% electronic? Not a realistic goal, and in fact, probably not even an option in many cases as many government communications are statutorily required to be mailed. Even if that wasn’t the case, however, going to a 100% electronic format isn’t possible, as many consumers don’t have access to email or know how to use it (specifically, seniors).
That means print is here to stay. So, I’d encourage every government agency and the private sector to leverage and deploy document management tools, such as web to print and interactive tools. A recent report published by Forrester Research Inc. (a leading, independent market research firm) compares some of the industry’s leading solutions for document output customer communications management tools.
The report also references a perfect example of how this technology can drive efficiencies in both small and large organizations while still providing the multiple levels of review that accompany critical communications. If this process sounds familiar to you, then this document management technology will certainly prove invaluable in saving time, money and resources.
Document management and interactive tools have the ability to support letterhead, statements, notices, invoices and more for both printed and electronic communications. And there is arguably no more “green” way to produce printed correspondence as these tools dramatically reduce (or in some cases even eliminate all together) waste.