Quick Summary

  • Low-risk, low-cost implementation and startup
  • Improved customer loyalty and increased marketing ROI
  • Paper, postage and customer service savings
  • Optional metrics on recipient response and mail interaction
A New Offering From Ricoh!

Digital Postal Mail Solution

Improve customer communications, decrease operational costs.

The Digital Postal Mail Solution, which is currently available in the U.S., enables enterprises and service providers to improve customer communications and marketing ROI while reducing costs by suppressing print, reducing paper waste and eliminating postage costs. You can deliver statements and other business communications to a customer’s electronic mailbox via a secure digital delivery location. Position your business as a customer-centric market leader by offering digital postal mail to the large percentage of consumers who already conduct transactions online and could be suppressing paper but are not.

Highlights

  • Offers a low-risk, low-cost opportunity for you to decrease operational costs and increase revenue – you incur no charges until a consumer opts in for digital-only delivery
  • Shortens time to cash with a Pay Now online process
  • Establishes a two-way dialogue with your customers to improve the customer experience
  • Enables you to establish a new communication channel through which you can build brand identity and customer loyalty
  • Gives your consumer customers a secure, online environment in which to store, manage and archive statements, bills and other scanned or uploaded documents – free indefinitely
  • Equips customer service representatives to improve service because they have insight into documents that have been sent, opened or deleted
  • Improves customer retention because you can provide real-time support and two-way communication via your website, secure chat or other channel
  • Reduces implementation time for users of Ricoh solutions, such as Automated Document Factory, Ricoh ProcessDirector workflow software or InfoPrint Workflow software
Back to Top

Additional Resources

Digital Postal Mail
Solution Flyer

Digital Postal Mail Solution Features & Benefits

Centralized digital delivery location

Alleviate consumer concerns about digital postal mail with a solution that provides:

  • Anywhere access on any device
  • Print on demand
  • Free storage in a consolidated mailbox
  • Look and feel of paper mail
  • Integrated interactive links
  • Ability to scan or upload other documents and manage mail from multiple senders in one place

Compliant with security standards

Eliminate concerns about privacy and security with a closed system that offers bank-level security. All senders and recipients of mail are authenticated. The system is compliant with PCI-DSS, HIPAA and BITS standards.

Street-based address system

Reduce postage costs with the ability to deliver digitally to 150+ million U.S. postal addresses. Addresses are put through the U.S. Post Office CASS process to determine validity. Address changes are handled with a process similar to what consumers do with the U.S. Post Office.

Pay Now button

Shorten time to cash by giving your customers the convenient option to pay online.

Optional metrics

Collect vital statistics on customer activity to improve your service, enhance the customer experience and improve marketing ROI. Find out when digital postal mail is opened, payments are sent, offers are accepted and more.

Back to Top

Additional Resources

Digital Postal Mail
Solution Flyer

Digital Postal Mail Solution Technology

The Digital Postal Mail Solution is a natural extension of the printed and mailed document for enterprises and service providers. To implement Digital Postal Mail, Ricoh provides software and professional services to configure your print stream and integrate your business with Digital Postal Mail, the technology that delivers a secure, online environment in which documents are presented, managed and archived. Ricoh also can provide related software and hardware to streamline print-and-mail operations.

The generic implementation process for the Digital Postal Mail Solution involves the following steps:

  • Assessment and requirements gathering
  • Gap analysis and solution design
  • Development of the implementation project plan
  • Establishment of a secure connection
  • Execution of the plan

    • For companies that operate an Automated Document Factory (ADF) from Ricoh and/or use Ricoh ProcessDirector workflow software or InfoPrint Workflow (the previous generation workflow software):
      • Deployment of a new capability to convert data into the proper format
      • Configuration and testing of the software to perform the new processes
      • Implementation of the data flow for managing the return messages and communications from the end user via Digital Postal Mail (i.e., print suppression requests, etc.)
    • For companies that do not operate an ADF from Ricoh or do not use InfoPrint Workflow or Ricoh ProcessDirector:
      • Development of the new capabilities, including Ricoh workflow technology, if it is part of the solution
Back to Top

Additional Resources

Digital Postal Mail
Solution Flyer

Digital Postal Mail Solution FAQ

What is the Digital Postal Mail Solution?
Digital postal mail is a high-value opportunity for enterprises and service providers to significantly reduce printing and mailing costs while enabling a new communication channel that enables you to build your brand and customer loyalty.

The Digital Postal Mail Solution, which is currently available in the U.S., produces an exact facsimile of paper mail, created from a print stream that is diverted by the print workflow just prior to going to print. Business communications, such as statements and bills, are presented, managed and archived in a secure, online environment instead of on paper. The Digital Postal Mail Solution includes integrated bill payment. You can send paper versions of bills, statements and other transactional mail, in parallel with the digital version, until consumers feel comfortable to opt out of receiving paper versions.

The Digital Postal Mail Solution utilizes street addresses, so companies and government entities can deliver important mail to consumers or businesses and other customers and residents without having to collect any additional information.
What are the top benefits to enterprises and service providers?
Top benefits include:
  • Reduces risk with a low up-front investment – no transaction charge to you until consumers opt into digital-only communications
  • Contributes to brand perception as a “green” thought leader
  • Keeps your business communications relevant and in tune with consumer preferences
  • Complements existing online offerings
  • Improves customer service by providing optional online access to specific help links
  • Offers optional metrics on recipient response and mail interaction that you can use to improve communications
  • Reduces time to cash and bill payment costs thanks to an easy-to-use, online Pay Now button
What are the top benefits to consumers?
Top benefits to consumers include:
  • Unlimited archival of bills, statements and other scanned or uploaded documents
  • Anywhere access
  • Short learning curve because the workflow is similar to how they interact with traditional mail
  • Pay Now button eliminates paper checks and postage
  • Consolidated mailbox
  • Linkage to mobile apps
  • Improved customer support
How do you help raise consumers’ comfort level with digital postal mail?
The most important comfort factor is that they can continue to receive both paper and digital postal mail until such time as they are ready to suppress print and opt in to digital only. This approach gives consumers time to become familiar with the digital environment, explore the settings and functionality, and see the benefits for themselves. There is no cost to consumers to try digital postal mail, and the registration process is simple and easy.
How much does the Digital Postal Mail Solution cost?
Ricoh costs are based on a statement of work that is completed jointly with you. There may be a modest annual maintenance charge. There may be other costs, such as server memory, processors, Internet security appliances, Internet security software, and outbound data bandwidth. Additional costs, if any, are identified during requirements’ gathering and solution modeling.

After conditioning the data, there are no setup costs, service charges or annual maintenance charges for participating in the online digital postal mail environment. You pay a small per-transaction fee only for those consumers who request digital delivery only, allowing you to suppress the printed document and discontinue production and U.S. Postal Service charges.
How is the Digital Postal Mail Solution different from email?
The Digital Postal Mail Solution is a closed system in which enterprises, service providers and users are verified. It is a secure environment that is safe for sensitive information like bills and other financial statements. Email is not secure and typically is used only to notify consumers that bills or statements are available, making consumers log into several different sites to view the documents. The Digital Postal Mail Solution gives consumers or businesses a centralized location online where they can store all of their important mail and documents for free.
What is the implementation process?
    The generic implementation process for the Digital Postal Mail Solution involves the following steps:
  • Assessment and requirements gathering
  • Gap analysis and solution design
  • Development of the implementation project plan
  • Establishment of a secure connection
  • Execution of the plan
  • For companies that operate an Automated Document Factory (ADF) from Ricoh and/or use Ricoh ProcessDirector workflow software or InfoPrint Workflow (the previous generation workflow software):
    • Deployment of a new capability to convert data into the proper format
    • Configuration and testing of the software to perform the new processes
    • Implementation of the data flow for managing the return messages and communications from the end user via Digital Postal Mail (i.e., print suppression requests, etc.)
  • For companies that do not operate an ADF from Ricoh or do not use InfoPrint Workflow or Ricoh ProcessDirector:
    • Development of the new capabilities, including Ricoh workflow technology, if it is part of the solution
How does Ricoh help drive consumer adoption?
We can work with you to implement strategies that may include dynamic, promotional “onserts” on unused document whitespace, promotions on your website, email communications to your customers and more.

The Precision Marketing team from Ricoh can work with you to build and test communication strategies with targeted messaging and calls to action. The team has worked with leading hotel, cable and utility companies that have seen triple-digit ROI figures.
How secure is digital postal mail?
Documents are stored in a 256-bit encrypted format in an environment that is compliant with PCI-DSS, HIPAA and BITS.
How will my customer service department be affected by implementing the Digital Postal Mail Solution?
The Ricoh team can work with you to educate your customer service representatives, who can be given insight into the digital postal mail environment. They can see which documents have been sent, opened or deleted by your customers. This provides a way for service representatives to more quickly troubleshoot and solve issues.

The Digital Postal Mail Solution enables real-time, two-way communications via your website, secure chat or other channel.
How are bad addresses and changes of address handled?
Typically, every address is put through the U.S. Postal Service CASS certification process to determine validity. If an address fails the process, the mail is not delivered and an error report is generated with a code that can be used for investigation purposes.

Address changes in the digital postal mail environment are handled similar to the way the U.S. Postal Service handles them. Users submit notification of change of address, and they receive a new verification code for the new address. After the code is verified, digital postal mail and account settings are transferred to the new address.
Why should we consider delivering business communications digitally with the Digital Postal Mail Solution?
Digital postal mail is a communication solution that is designed to appeal to approximately 55 to 85 percent of consumers who transact electronically but still receive paper. This group represents approximately $20 billion in direct costs for enterprises and service providers in the U.S. Consumers are actively looking for ways to suppress print. If you offer a digital postal mail option as one of your communication options, you can satisfy consumer demand, reduce postage costs significantly and reduce paper waste. The Digital Postal Mail Solution represents a realistic, positive alternative to “paperless,” which is often viewed by consumers as a downgrade.
Back to Top

Additional Resources

Digital Postal Mail
Solution Flyer

Digital Postal Mail Solution Resources

Back to Top

Next Steps

The Professional Services team is available to assess requirements, recommend solutions, implement software and hardware, manage projects, and integrate third-party solutions. You can reach our Professional Services team:

Otherwise, to place an order or ask a question, contact us.

United States
Sales

1-877-646-3677

Email us now

P.O. Box #141757
Austin, Texas
78714-1757

Request Information

Send us your information and we will contact you.

Back to Top