Address Hygiene Saves Print Costs in Colorado

Warren Villaovos operates the new Xerox Color 1000 digital press.

Mike Lincoln, manager of Integrated Document Solutions, has made numerous improvements to the in-plant in his six years there.

Valerie Martinez runs a job on the in-plant’s Pitney Bowes FlowMaster inserter.

Standing with Integrated Document Solutions’ Xerox Nuvera 288 are (from the left) Steve Wilkerson, print production supervisor; Mike Lincoln, northern regional manager; and Mike St. Peter, print operations manager.

By implementing an address quality program, Colorado’s Integrated Document Solutions unit has dramatically reduced undeliverable mail, shrinking print, labor and postage costs and saving thousands of dollars.

When Colorado merged its print and mail operations with its document imaging/data entry units in 2005, the state was looking to increase efficiency and save money. Under the direction of Manager Mike Lincoln, the resulting Integrated Document Solutions (IDS) unit has been doing exactly that ever since.

In 2009, the 67-employee operation took over mainframe printing, allowing the state to redeploy IT staff. At the same time, the Denver-based in-plant analyzed its mail operation, looking for ways to save money. As a result, IDS implemented an address quality program that has dramatically reduced undeliverable mail and the associated costs.

“We have taken the concept of address hygiene and morphed it into a tool to make government better at managing print and mail,” explains Lincoln.

IDS uses NCOALink Software from Anchor Software for address hygiene, but has implemented the program in a unique way.

“Most commercial mailers use these systems to ensure continued USPS discounts. We are using this not only to maintain our USPS discounts, but to drive down up-front print, labor and postage costs,” Lincoln explains. “For example, by not printing for addresses that are undeliverable, we were able to save $88,000 for a customer just in the first year.”

The idea for the address hygiene program, which took three years to implement, was conceived at the National Postal Forum four years ago. Thanks to the perseverance and tenacity of this in-plant, which manages more than 30 million pieces of mail annually, Colorado became the first state government to be recognized as an NCOA vendor by the United States Postal Service.

Lincoln is proud of the way his team of 30 print and mail professionals has successfully implemented this program.

“We are ahead of the curve,” he observes. “Plus we are making government better and more efficient.”

Related story: Colorado In-plant Takes Over IT Printing

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