An organization that needs to communicate with people based on their personally identifiable information (PII) has several significant challenges each time a mailing goes out. Meeting each of those challenges successfully requires expertise in different fields within the team, the right technology and printing equipment in place, and strict data security protocols at every step of the process.

On top of all of these critical challenges, the organization also wants to minimize costs for each mailing project while maintaining high quality. Assembling a solution that checks all of these boxes is very difficult, but the advantages in doing so are worth the effort! Here’s how Spectra enables your organization to maximize the security, accuracy, and affordability of your secure mailing projects.

Pressure Seal Mailing

The primary solution that Spectra offers for secure mailing is the pressure seal mailer. This is a different product than the standard printed document which is stuffed into an envelope. Instead, this mailer has a 96% open rate. The entire piece is printed on a single sheet of paper, then folded and sealed closed using adhesives. A pressure seal mailer is superior to a standard envelope for several important reasons.

• Less opportunity for mistakes. In the standard mailing process, a document with an individual’s personally identifiable information has to be matched with the envelope addressed to that individual. While there is, of course, a quality controlled process for getting documents and envelopes matched without errors, having a single sheet of paper instead of two different pieces guarantees that there is no possibility of the wrong address being attached to the document. It also removes the need for the quality control processes that check to make sure the documents and envelopes are being matched correctly.
• More secure than envelopes. The unique way that a pressure seal mailer is sealed means that any tampering with it to attempt to see the information inside becomes obvious, alerting mail carriers and the recipient that their information may have been exposed. Traditional envelopes are easier for malicious actors to open and reseal without leaving obvious evidence. In addition, pressure seal mailers are completely opaque, making it impossible for information inside to be visible from the exterior no matter what the angle or lighting is. 
• Less cost per piece. The simple fact that a pressure seal mailer consists of one sheet of paper reduces the cost of each mailing. A single document plus an envelope doubles the amount of paper used, and if a blank cover sheet must be included in the envelope to conceal private information, the amount of paper is tripled. In addition to materials, the amount of labor and time necessary to process each piece is minimized, which means further savings for the client.

Additional Secure Mail Advantages

Spectra’s advanced mailing systems grant even more advantages for clients. For instance, our team can use intelligent barcodes in order to save on postage costs. Our bulk rates, commingling procedures, and other benefits are invaluable to our clients, trimming costs for each project while providing top tier secure mailing services. 

HIPAA Compliance and SOC 2 Type II Certified Data Security

All of Spectra’s print and mail activities are conducted with HIPAA compliant practices and SOC 2 Type II certification. All of our handling of clients’ address lists, databases, and other information is subject to best practices and ensures that private personal and medical information are kept secure. Our internal networks are protected by powerful, regularly updated firewall systems, and our entire team knows what to do in order to prevent unauthorized access to information stored on our networks.

Industries We Serve With Secure Mailing

At any given moment, the Spectra team is serving a number of different clients in various industries, each with its own nuances and requirements for secure mail.

• Financial organizations such as banks, financial advisors, and brokers need to send out notifications and periodic statements to account holders.
• Healthcare providers need to update patients concerning medical test results, upcoming appointments, and other information strictly protected by HIPAA guidelines.
• Insurance companies need to keep policy holders updated on premiums, claims, and changes to policies.
• Educational institutions need to communicate with students and their parents about enrollment status, scholarship information, grades, and other personal details.
• Retail and other businesses need to reach buyers to inform them about product recalls or other important notices about items they have purchased.
• Organizations need to inform individuals when a data breach may have exposed their personal information.
• State and municipal governments may need to notify constituents about a breach.

Flexibility and Effectiveness

Pressure seal mailers come with a great deal of flexibility, and the Spectra team can modify your mailing project to comply with your specific needs. Mailers can be in black and white or full color, and you can talk with your project manager at Spectra to discuss special requirements of your job.

Research indicates that pressure seal mailers have a 96% open rate, making them a reliable way to ensure that recipients get the important information being sent to them. They stand out from marketing mailers and the many envelopes that people generally receive in their mailbox throughout the week, and people typically recognize that a pressure seal mailer is used for more official, personalized communications from organizations that they already have a connection with.

Revamp Your Secure Mailing Process With Spectra

If your secure mailing process has gone unexamined for some time, it’s likely your organization is wasting money each time monthly statements, policy updates, or end of year summaries are sent out. Even worse, your communications could be using outdated mailing methods that make it easier for criminals to get their hands on PII. 

Partnering with Spectra for secure mailing services, including pressure seal mailing, is a sure way to reduce your costs, get excellent quality control on every project, and maintain data security throughout all of your communications. Talk with our project managers about solutions for marketing mailers, political campaign flyers, B2B communications, and other print and mail projects as well. We’ll create a solution that meets all of your quality, accuracy, affordability, and data security needs.