Secure Destruction of Returned Mail: A Cost-Saving Strategy for Printers

Eric Hollingsworth, VP of Operations of RevSpring and Solimar Customer Advisory Council Member, has pioneered a game-changing approach to handling returned mail, transforming a traditional cost burden into a strategic advantage. The key innovation? Secure Destruction—a process that not only protects sensitive data but delivers substantial savings while creating new revenue opportunities for printers and managed service providers.

“Secure destruction notifies the mailers (or their delegate) of undeliverable mail electronically, immediately after the USPS determines the piece is undeliverable,” explains Hollingsworth. “This allows printers and mail owners to know about undeliverables immediately, as opposed to waiting days—in some cases weeks—for the physical piece to be ‘returned to sender’.”

In print and mail, efficiency and security are table stakes, but many operations still struggle with the persistent challenge of returned mail. When you send mail to a recipient who is no longer at the address of record, that undeliverable piece can become a significant cost burden without an appropriate management strategy. Let’s dive into how secure destruction works and why it’s revolutionizing the industry.

Secure destruction refers to the process by which a mailer can safely dispose of returned mail to prevent unauthorized access to sensitive information. It is essential in an era where data breaches can lead to severe financial and reputational damage. Secure destruction involves shredding or incinerating returned mail, ensuring no personal information can be retrieved or misused.

Keep in mind that when mail is returned, it can be costly to manage. Each piece of undeliverable mail represents wasted resources—printing, paper, ink, and postage costs add up quickly. Handling returned mail requires additional labor, further increasing expenses. By implementing a secure destruction process, printers can effectively mitigate these costs.

This streamlined system efficiently identifies, collects, and securely eliminates undeliverable mail while maintaining full compliance with privacy regulations. Here’s how it typically works:

1. Identification and Collection: The USPS identifies mail that cannot be delivered due to incorrect addresses or refusal by the recipient, then collects and sorts it based on type and reason for non-delivery.
2. Secure Handling Process: Undeliverable mail containing sensitive information is handled with strict protocols to prevent unauthorized access to personal data, financial information, or other confidential content.
3. Destruction and Compliance: The USPS employs secure methods, such as shredding or incineration, to ensure that information cannot be reconstructed, while also complying with relevant privacy laws and regulations, including the Privacy Act.

The most powerful advantage of secure destruction is its revolutionary notification system. As Hollingsworth emphasizes, the immediate electronic notification provided by USPS is delivered through daily automated reports via the USPS Electronic Product Fulfillment (EPF) website. Mailers receive detailed information about mailpieces sorted for Secure Destruction, allowing them to track the process and verify the accuracy of the shredding and recycling process.

This real-time intelligence transforms the traditional process where physical mail might take days or even weeks to be returned. With immediate notification, printers and mail owners can take prompt action, update their databases, and make informed decisions without delay, creating unprecedented efficiency in returned mail management.

The strategic advantages of implementing secure destruction extend far beyond basic compliance:

• Immediate Cost Savings: Eliminate storage expenses for returned mail, particularly valuable for large-scale operations, while drastically reducing labor costs associated with manual handling and processing.
• Enhanced Data Protection: Ensure compliance with data protection regulations, such as GDPR and HIPAA, to protect printers from potential penalties and costly fines.
• Reputation Enhancement: By prioritizing data security, printers demonstrate their commitment to privacy and compliance, attracting clients who value these qualities and opening doors to increased business opportunities

According to Hollingsworth, managed service providers (MSPs) can transform secure destruction into a profitable revenue stream. “Deployment of Secure Destruction can reduce staff at customer sites… MSPs should charge for that,” he advises. “Most models bill a set price per returned piece of mail.”

The value proposition is compelling: MSPs capture the return mail data from the USPS and transform it into easily digestible reports for customers, adding another layer of service that clients will appreciate and be willing to pay for. This creates efficiencies that benefit everyone involved while generating new revenue opportunities.

Secure destruction is not just about compliance; it’s a strategic move that benefits printers and their clients. By ensuring the safe disposal of returned mail, printers can protect sensitive information, reduce costs, and enhance their service offerings. The immediate electronic notification system revolutionizes the handling of undeliverable mail, providing unprecedented speed and efficiency.

It’s a win-win solution that aligns with the industry’s growing emphasis on security and efficiency. Secure destruction is a vital component of modern print and mail operations. By adopting this practice, printers can turn the challenge of returned mail into an opportunity for cost savings, improved service, and even new revenue streams.

By embracing secure destruction today, forward-thinking print and mail operations can transform a traditional pain point into a competitive advantage that pays dividends in cost savings, customer satisfaction, and new revenue opportunities. As the industry continues to evolve, those who embrace secure destruction will be well-positioned to thrive in an increasingly competitive landscape. So, let’s shred those costs and secure our future!