Address Hygiene Saves Print Costs in Colorado
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."
Delivering Savings for Denver
Address cleansing is just one of many changes IDS has made. In January 2011 the City and County of Denver decided to partner with the State of Colorado to provide print and mail services.
"By adding their volume to the state's, we were able to keep state costs down and provide a cost effective resource," Lincoln explains.
Originally the city was going to outsource its work. While reaching out to the state for help in developing the RFP, Denver soon realized it could save more than $400,000 in the first year by utilizing IDS.
"As of today we expect that number to exceed half a million dollars," Lincoln declares. "By forming this partnership both sides have become better and more efficient while saving the taxpayers money in a difficult economy."
IDS continues to attract political subdivisions as customers.
"We have recently bridged the gap between the Secretary of State's office and counties of Colorado to reduce costs in voter registration print and mail," he notes. His shop is currently embarking on offering statewide managed print services.
Additional savings have come about by streamlining the in-house operation itself
"By following the industry's trend to merge print and mail under one roof, we found an abundance of efficiencies, which allow increased throughput without having to add more staff as volumes increase," he says.
Demand for digital print services continues to grow as customers show an increased interest in direct mail, shorter run lengths and quicker turnaround times. IDS recently moved into the realm of variable data printing.
"By moving several print jobs from the state's mainframe into a more traditional variable data print process, a new level of efficiency has been uncovered," he notes.
Another huge drawing card for customers is the shop's award-winning design staff.
"They have been recognized both regionally as well as internationally for their design expertise," he says with pride.
Security for Sensitive Data
With many agencies concerned about document security, IDS has stepped forward to address their needs, adding a level of control that would not be available from an outside company.
"We store documents until an agency has a need to pull hard copy files," Lincoln explains. "With our integration of inter-agency mail, it is very easy for IDS to pull and deliver documents to agencies on demand. We provide increased security for sensitive data, such as warrants for the state, that requires both specialized equipment and highly secured print room and server environments."
Security measures have also increased for incoming mail.
"We have implemented detection equipment from Smiths Detection augmenting our X-ray scanning," Lincoln explains. "We check for a variety of biological and chemical agents, increasing security for all the top levels of Colorado state government."
While focusing on service like this for the state, IDS has not neglected its printing technology. In June the in-plant installed a Xerox Color 1000 digital press to replace two Xerox 242s that could no longer keep up with the volumes and changing customer requirements. It uses Clear EA toner, a transparent dry ink that uses no fuser oil and gives images a smooth offset-like finish. Highlighted images appear to pop off the page, and customers can use the feature to draw attention to headlines, variable text, photos, logos or images and create a range of artistic digital effects.
The operation also runs a Xerox Nuvera 288, two Nuvera 144s, two Nuvera MICR 120s and a Presstek/A.B. Dick 9995 press. On the mail side, the in-plant has added a Pitney Bowes FlowMaster inserter and a 94-bin Olympus sorter.
"With the Clear EA Toner enabling security enhancements to documents, and vast complementary document enhancements via the use of Lytrod software, IDS is poised to meet all the variable data and security challenges our customers may have," says Lincoln.
As the Western Region Director for the National Government Publishing Association, Lincoln is hosting the 2012 NGPA conference in Denver, September 9-12. He has already secured USPS President Paul Vogel as the keynote speaker.
Related story: Colorado In-plant Takes Over IT Printing