Mastering E-Certified and E-Signature Services

[TBredow]

I am new to this forum today, and just sent Jeremy an email because I couldn't figure out how to post to this forum. Now that I have I will share the short version of my question to the group.

Even though I have been in the industry for 20 years and have been with PBMS since 2002, I have yet to learn about the e-Certified function on my DM1000. I am hoping there is a way that I can simplify and speed up the logging / record keeping process for me, and if it could make it easier for my clients that would be great too.

On any given day we can have from Zero to 100+ Certifieds come to the mail room at the end of the day and there is a lot of redundancy in my current logging process, but it is the only way I can keep a handle on what is being sent out and be able to retrieve needed information for my clients.

Any help would be appreciated.

Tim

[PB-Jeremy]

Hi Tim,

Based on the fact that you process up to 100+ mail pieces as Certified a day, I would strongly suggest going with E-Certified.  We built our web site to organize this data for you, so that you don't need to spend your time logging all of this data.  On the website, you can see tracking data such as the Tracking Number, Delivery Status, Class, Special Service, Signature and so on.  You can also download this data to excel, pdf or csv.  Here are some threads with screens shots of the web page, and a basic breakdown of how to process mail pieces with E-Certified on your mail machine.

How to set up your machine to process mail pieces with E-Certified / E-Return Receipt, how to process the mail and how to get your signatures online:

e-signatures

Details on how to download the E-Return Receipt signatures online including screen shots of the web pages:

Obtaining pdf after using ERR

Setting up Email Alerts including screen shots of the web page:

what is e-certified and what is the cost

Using Customer Reference Number including screen shots of the web page:

How much of the green card will we be able to see.

Of course, any questions, just let me know.

Thanks,

Jeremy

[TBredow]

Jeremy,

I just finished reading the links you supplied. From what I can tell I would still be responsible for maintaining a log with addressee information and what article number it is assigned to, correct?

The other issue I see, for my firm at least, is that a centralized reporting system would actually be a bad thing. Detailed mail piece documentation needs to be filed with the specific case information (seperately). From what I can tell, we would actually need to contine the manual record keeping we have in place now, in addition to the new e-Certified system.

Unless there is a way for multiple clients could enter Certified information on the web, and print out a barcode at their desk, then be able to view history etc from their desk this system wouldn't work for us.

Thank you for your time.

Tim

[PB-Elizabeth]

Hello there TBredow!

I am Jeremy's partner in this Forum so I thought I would provide a suggestion or two as well!

There is a solution called "Reference Number Package" that can be added to your mail finishing solution (your DM meter) and I think you might find it helpful.  Let me try to explain based on an actual application with another client...

A mailpiece is to be sent with Certified Mail and Return Receipt service.  The CPA wants to identify this Certified Mail mailpiece with the client's account number because that is a familiar number to him.  With Reference Number Package software and a small label printer, a label with a barcode is generated that reflects the clients account number.  The mailcenter employee can then scan that barcode which has been placed on the mailpiece and as well as scan the Certified Mail label (provided by PB as part of your DM solution) which would be attached to the mailpiece as well.  In linking those 2 barcodes, anyone given access to MyAccount (your firm would decide that), could go to MyAccount and search for delivery information based on the client's account number (Reference Number). 

The "log" would actually be the mailpiece data which is available on MyAccount as you upload your Certified Mail information from your DM to the PB server each day.  The only time data wouldn't be on MyAccount would be if someone neglected to upload/transfer the information.

Hope this provides a bit of "food for thought"!

Kind regards,

Elizabeth  

[TBredow]

Elizabeth,

We might be on to something here. I have a few questions first....

1. Does there need to be a computer assigned specifically to the DM1000?

2. How many Refernce Numbers will the system hold? My account could potentially need thousands, as new ones are created daily. (They may already have thousands.)

3. I'm a little lost on the software piece. ACTUALLY is there a link that would explain exactly how this system works that I could read at a slow time next week?

This sounds like it might work but I would need to research it. If we would get a cost savings from using the e-Certified program it may offset the cost of the Reference Numbers Package.

By the way, I am way at the bottom of the food chain as far as making this happen but if I get all of my ducks in a row and show a proven savings plus a value added piece there may be a chance.

Thanks again,

Tim

[PB-Elizabeth]

HI Tim!

Please check your private messages... I have provided you with some contact information to further discuss your questions!

Kind regards,

Elizabeth