The politically charged 2024 federal election is in the books, as the presidential inauguration approaches. Over 25 million U.S. citizens returned a mail ballot before Election Day on November 5, and over 65 million Americans, including military members abroad, requested an absentee ballot (according to data from Election Lab at the University of Florida). Election officials, how was your most recent experience at the polls? • Were you swamped with absentee ballots? • Did you experience difficulty finding volunteers and temporary workers to sort and verify ballots? • Did your county field complaints or concerns about transparency or the inability to account for individual ballot envelopes delivered to your facility? Early 2025 is the time to investigate technology tools, such as ballot validation and sorting automation systems, that can help the next election to go more smoothly. Tritek's Correct Elect addresses the challenges faced by local officials. Automation provided by these solutions streamlines the process. They account for every ballot envelope, speeding voter and witness signature verification, and sorting by precinct prior to opening and tabulating the votes. Read more about how advanced technology can allay the four most common vote-by-mail concerns: 1) ballot security, 2) signature verification, 3) efficiency/error reduction and 4) transparency/trust. Automated workflow and integrity enhancements, such as the Correct Elect System, help election officials mitigate perceptions of impropriety in ballot-handling processes. By scanning envelopes, date/time stamping images, verifying signatures and sorting them into precincts, automated solutions promote an efficient and transparent vote-by-mail process. They provide the tracking and accountability necessary to validate the vote tabulation that happens later in the workflow. Correct Elect can process small or large volumes of all types of ballot envelope designs. An exclusive patent on ballot method and apparatus provides a full audit trail, ballot process management, and status reporting. As jurisdictions continue their search to ensure election integrity, exploring these technological tools becomes not just an option but a necessity. Tritek’s proprietary technology is proven in the field, trusted by election officials in numerous counties and cities across the United States. Correct Elect ballot sorting systems are highly customizable. They sort ballots based on any criteria, including precinct, name, batch size, drop box location, polling place, ZIP code, and other desired data. Multiple workstations can be used simultaneously for review, and Tritek’s systems can enforce requirements for multiple signature verifications, providing an added layer of accountability. Begin ’26 Budget Planning Now! The next general election isn’t until late ’28, but mid-term elections are coming in November 2026. Then, all 435 seats in the U.S. House of Representatives and 33 of the 100 seats in the U.S. Senate will be contested to determine the 120th United States Congress. Thirty-nine state and territorial U.S. gubernatorial elections, as well as many state and local elections, also will be contested. U.S. citizens will cast votes in upcoming city mayoral races, too. Counties must act now to include provisions for advanced ballot-processing technology in their upcoming budgets. This foresight enables them to handle impending electoral challenges efficiently and cost-effectively, ensuring a smooth election process. Managing local elections can be particularly challenging because each jurisdiction across the country runs elections according to the laws and rules under which the election boards operate. For example, some states, such as Arizona, allow mail ballots to be dropped off at voting sites or election offices on Election Day. Those ballots need to be verified, opened, flattened and tabulated, all of which take time. Many states (including California and New York) also count mail ballots received after Election Day if they are postmarked on or before said date. With so many variables in play, automated solutions must be flexible and adapt to different conditions. With the projected increase in vote-by-mail ballot usage, a scalable solution is more important than ever. Tritek integrates its systems with any voter-registration system to ensure seamless processing. Up-to-date reports provide the number of signatures processed and, if applicable, the number of batches processed, batches still awaiting processing, and more. Will you be prepared the next time around? Studies have shown that fraud in mail-ballot voting is rare, and security measures have never been better. So perhaps, if you haven’t done so already, you should seriously consider the advantages of employing an automated voting system. VIDEO: See Correct Elect in action! READ MORE: Processing absentee ballots can create added expense for election boards. Here are some ways of making vote-by-mail economically viable.

Process standardization is a crucial element for achieving sustainable and efficient mailroom operations. In facilities with high volumes of deliveries, untracked packages can fall out of the loop. By implementing standard operating procedures (SOPs), organizations can improve mailroom operations, leading to increased productivity, reduced errors, and enhanced overall performance. SOPs can benefit mailrooms in at least six critical areas: 1) quality assurance, 2) consistency, 3) productivity, 4) efficiency, 5) security, and 6) compliance. In the workplace, poor mailroom management is one of the most common causes for mail and packages not making it to intended recipients. Equipment, documents, and mail abandoned in storage cause delays, confusion and turmoil. It may sound basic, but best practices start with standardizing mailroom organization–having a system in place for handling and tracking all mail and packages, from delivery to pick up. Some methods are simple, such as keeping the area for processing incoming and outgoing mail separate from all other operations. In addition, consider requiring deliveries to be made in a restricted, defined area, and use video cameras inside and outside the facility/docks, as feasible. The U.S. Postal Service recommends appointing a Mail Security Coordinator and an alternate for large mail centers. Postal experts also suggest controlling or limiting access of employees, known visitors, and escorted visitors to the mail center via sign-in sheets, badges and/or card readers. (Large mail operations should include plant, workroom floor, etc.) Inspection procedures can be more complex. Larger mail centers should X-ray all incoming mail, per the USPS, and maintain a “Suspicious Package Profile.” Also, notify internal and external customers, as appropriate, of all steps taken to ensure mail safety. Of course, meter outgoing mail according to USPS weights and standards; all certified mail requests require processing; and mail centers should manage packages being delivered by other carriers, such as FedEx or UPS. Electronic solutions, such as mail scanning and imaging, enhance productivity by allowing for seamless document indexing and storage. Leading-edge storage and retrieval software from Tritek Systems include image capture and work with other applications, ensuring documents are properly organized and easily accessible. Digitized package processing with delivery management can help keep mailrooms operating efficiently. Document scan & search software combines with the latest digital scanning tech featuring accurate OCR (optical character recognition) capabilities. These machines can also scan directly to email, making it easy to access documents remotely. The Right Hardware Helps, Too Four other Tritek solutions to consider: • The Mobile ACE Work Station functions as a mail scanning machine and induction station combo, capable of handling a wide range of mail and parcel objects. • For more constrained footprints, Tritek designed the Compact series with flexibility in mind. Starting at less than 12 feet in length, these machines boast a large 12”x17” scan area that enables complete imaging of both the front and back side of envelopes, flats, newspapers, and more. • For high-volume inbound package operations, an automated Parcel Sorter uses a proprietary OCR and imaging system, making it an ideal solution for businesses searching for increased operational capacity and lower processing costs. Analyze, Document, and Train Analyzing operations and documenting procedures is only the beginning. Next, train relevant employees on mailroom SOPs. We recommend any organization receiving 10 or more packages daily should implement mailroom software and training. Because not all facilities have dedicated mailroom staff, there’s a tendency for this task to fall by the wayside. But we can’t expect receptionists, security guards, or front-desk staff to perform crucial mailroom duties without proper training, which should be conducted regularly. Because of the dynamic and evolving nature of the mailroom, employees need to refresh their skills. Another easy-to-do SOP is providing mailroom employees with convenient access to important information. Maintain a library of publications, videos and brochures from sources such as the USPS, CDC, and OSHA. Publish a list of useful websites, too, and bookmark sites for easy access. Also, create and publish a list of phone numbers to call in case of emergency: postal inspectors, fire department, CDC, OSHA, police, etc. Finally, implement company-wide communications concerning mail center security procedures. Implementing standardized procedures and leveraging advanced technologies can revolutionize mailroom management. By optimizing processes and minimizing errors, organizations can reduce costs, improve productivity, and enhance customer satisfaction. It's time to elevate your mailroom to a new level of efficiency and security.

Processing absentee ballots creates added expenses for election boards, compared to traditional in-person voting. However, it also provides greater voting access and convenience for many voters. Counties and other jurisdictions faced with increasing volumes of incoming ballots via vote-by-mail are turning to technology. They need to reduce expenses for receiving, validating, and sorting high volumes of absentee ballots, prior to tabulation. Laws in some states allow election workers to pre-process absentee ballots received before election day, with various rules dictating when they can begin preparing ballots for later tabulation. In other cases, the laws prohibit such work, requiring all the ballot processing activity to wait until election day. In both instances, the costs to handle vote-by-mail ballots start accumulating before the election as officials prepare. Without automation, jurisdictions rely on expensive extra personnel to process incoming ballots. Besides the workflow delays and human errors inherent in manual processes, hiring more workers presents challenges and raises the cost of administering an election. Election officials must recruit and vet temporary staff to receive returned ballots, verify signatures, and prepare ballots for counting. They may be required to ensure clerks represent all political parties equally and they spend money to train the temporary workers on absentee ballot procedures.   Does Vote-by-Mail Cost More or Less? When evaluating the cost of vote by mail, several factors come into play. While some might assume that vote-by-mail would automatically reduce costs due to fewer in-person polling stations, the reality is more complex. Mail-in voting doesn’t necessarily eliminate any polling places.   Mailing Expenses One of the most significant costs associated with vote-by-mail is the expense of mailing ballots. This includes the postage for sending the ballots to voters and also the return postage. In many states, election offices must cover the cost of return postage. For counties with high mail volumes, this can represent a substantial expense not incurred with electronic voting machines or paper ballots used for in-person voting. They must find economies in other places.   Processing Costs Handling absentee ballots involves several steps, from verifying voter identities to ensuring that each ballot is counted accurately. Specialized equipment, like the Tritek Correct Elect system, can help streamline these processes, but there’s an upfront investment involved. However, the benefit of such an investment is significant when considering the potential for reduced manual errors and faster processing times–with little need for a huge influx of hard-to-find temporary workers. Despite the costs, the benefits of vote-by-mail can outweigh the expenses. For instance, voters appreciate the convenience and security, potentially increasing voter participation. With the help of automation, accurate processing and prompt counting can support public confidence in the electoral process while curbing variable expenses tied to mail-in ballot volumes.  Ultimately, the cost of-vote-by mail depends on a variety of factors, including the size of the voting population and the efficiency of the technology employed. Counties and local election officials must carefully assess these variables to determine the most cost-effective approach for their specific needs. Generally, exchanging manual processes with automated solutions is almost always a winning long-term strategy.   Scalable Solutions for Vote-by-Mail Processing Tritek's Correct Elect system offers a flexible, modular approach to handling vote-by-mail processes. This kind of adaptability provides a critical advantage for small counties and parishes grappling with budget constraints and notable absentee ballot volumes. The Correct Elect system evolves alongside the growing demands of the electoral process, ensuring both scalability and efficiency. Initially, jurisdictions invest in core functions and add expanded volume-handling capabilities as required.  High-speed envelope sorting and scanning form the backbone of this scalable solution. These features automate essential tasks like image capture and ballot sorting, significantly reducing manual labor and the potential for human error. For smaller election offices, the ability to start with a basic system and grow over time means managing costs more effectively without sacrificing the integrity of the election process. Election boards add functionality, like signature verification, to their automated platforms when conditions and budgets call for an upgrade. One of the standout benefits of the Correct Elect system is a robust audit trail and data visibility. Election officials and auditors can track every step of the ballot's journey—from when ballots arrive at the election processing center to when they are sorted for tabulation. This level of oversight promotes a secure and reliable vote-by-mail system.  With the projected increase in vote-by-mail ballot usage, a scalable solution is more important than ever. Counties must act now to include provisions for advanced ballot-processing technology in their upcoming budgets. This foresight enables them to handle impending electoral challenges efficiently and cost-effectively, ensuring a smooth election process. Check out the ballot processing options available from Tritek and start planning to meet future demands.

Recent years have seen an intense scrutiny of mailed communications, with vote-by-mail processes at the forefront. Absentee ballot methods of sending, receiving, evaluating, and counting have dominated national news cycles. Suspicion and distrust fuel intense opinions on this voting method. Amidst this backdrop, counties and jurisdictions are looking to automated ballot processing systems to restore trust and accuracy in elections. Each jurisdiction across the country runs elections according to the laws and rules under which the election boards operate. Automated solutions must be flexible and adapt to many conditions. Automated workflow and integrity enhancements offered by solutions such as Tritek's Correct Elect System are helping election officials mitigate perceptions of impropriety in ballot handling processes. By scanning envelopes, date/time stamping images, verifying signatures, and sorting them into precincts, automated ballot handling solutions promote an efficient and transparent vote-by-mail process. They provide the tracking and accountability necessary to validate the vote tabulation that happens later in the workflow. As jurisdictions seek to ensure election integrity, exploring these technological tools becomes not just an option but a necessity. Common Concerns About Vote-by-Mail When considering vote-by-mail, several concerns may arise. Security of Ballots One major concern is ballot security during transit and processing. Voters worry about their ballots reaching the election office safely and on time. Automation vastly improves this aspect by logging each ballot as soon as it arrives. This starts a clear, trackable trail through the entire ballot-handling process at election headquarters. Signature Verification Another common concern involves signature authentication. Voters wonder if their vote will count if their signature slightly differs. If a county chooses to do so, advanced technology can match signatures precisely, ensuring that only legitimate ballots get through while accepting variations within a reasonable range. The automated system sets aside any signature that exceeds the range of acceptable matches so human inspectors can take a closer look. Efficiency and Error Reduction Manual processes leave room for human error. Election officials using automated platforms benefit from automated sorting and verification, minimizing the chances of ballots getting misplaced or miscounted. This speeds up the process and safeguards the accuracy of the election results. Transparency and Trust Perhaps the most critical issue is ensuring transparency and building trust. Election officials must verify and document every step in the journey of a ballot. This meticulous attention to detail and separation from vote tabulation prompts greater public trust in the integrity of the vote-by-mail process. Streamlining Ballot Verification with Technology   Vote-by-mail success hinges on the ability to process ballots swiftly, accurately, and transparently. Elections can become bogged down by lengthy manual verification processes, especially for ballot signatures. Here’s where automated systems like Correct Elect come into play. Automated equipment and software reduce the number of manual verifications needed to account for ballots that arrive in the mail. This not only saves time but also decreases labor costs. The system compares voter signatures on the ballot envelopes to stored signatures in the voter database. It only passes ballot envelopes along for sorting and tabulation if the signatures match. The system automatically queues questionable signatures for manual inspection. This process accelerates ballot validation and eliminates errors caused by overworked signature inspectors who must manually review signatures on every returned ballot. By archiving time-stamped ballot envelope images, the system provides election officials with easy access to official records. These features prove invaluable when performing audits dealing with high volumes of mail-in ballots. Machines sort the ballot envelopes according to their needs, keeping the process organized and manageable. Crucially, while such systems scan and verify signatures, they do not tabulate votes. The ballots remain securely sealed within the outer envelopes, ready to be passed along to the next operation where they are opened and counted. As the demand for mail-in ballots grows, scalable solutions become essential. Automated ballot technology adjusts to the volume of ballots and the physical space available, ensuring smooth operations during peak election periods. By eliminating human errors and repetitive tasks, these systems ensure the integrity and speed of the vote-by-mail process. The Role of Technology in Election Integrity Election officials rely on technology to maintain the integrity and trustworthiness of election processes. Implementing systems like Tritek's Correct Elect ensures ballots are handled consistently and transparently. This technology helps ensure that every step in the vote-by-mail process meets rigorous standards for accuracy and accountability. Correct Elect employs advanced scanning technology to record ballot envelope receipt and, optionally, verify voter signatures. This method replaces manual checks, reducing human error and saving time. The system then sorts envelopes into the precincts or other divisions as prescribed by each jurisdiction, streamlining ballot management and substantially reducing sorting time. Tritek’s automated solutions do not count votes. Ballots remain safely within their outer envelopes throughout the Tritek workflow. Data integrity remains a top concern for election officials. Tritek's system emphasizes security by providing a robust digital audit trail. This audit trail allows officials to trace every action taken on an envelope from receipt to sorting, all while protecting voter privacy. Automation in the vote-by-mail process does more than increase efficiency; it strengthens public trust. By using consistent and secure methods, officials address voter concerns about the potential for interference or fraud. Faster, more accurate processing also frees election staff to focus on oversight, further enhancing the transparency and reliability of the election process.

  Online shopping volumes surged during the pandemic, and unprecedented numbers of people continue ordering items online that require delivery to businesses, residential communities, or universities. Previously, organizations handled a few packages per day using manual methods and written logbooks. However, the surge in incoming package volumes presents significant challenges. Businesses and other entities now struggle to sort and deliver incoming packages. Clearly, automation offers a practical solution.  Tritek's Ace Workstation and Parcel Sorter address these package-handling challenges with small-footprint, affordable solutions that automate tracking and improve delivery efficiency. Accountability remains crucial to these solutions. Shippers track customer orders through delivery to the mail center, and internal customers expect similar service after their packages reach the receiving units of their businesses or residences. Tritek's products ensure this level of service with automated parcel handling technologies.  Understanding the importance of an effective package tracking system for businesses, Tritek solutions integrate automated package tracking systems that provide comprehensive tracking capabilities. These technologies streamline the entire process, ensuring packages reach their intended recipients quickly and accurately. As organizations navigate the complexities of increased parcel volumes, investing in a reliable package tracking system for business becomes essential to maintain efficiency and customer satisfaction. Manual Methods Can’t Keep Up Anymore Traditional manual methods of package handling are obsolete. Imagine a busy college campus during the semester's start, teeming with students eagerly awaiting textbooks and supplies. Or a large apartment complex during the holiday shopping season. When handling countless packages daily, the old methods fall short, resulting in misplaced parcels and delays. To tackle this challenge, businesses and institutions need an automated package tracking system. With an automated parcel sorter and tracking system, organizations can streamline their internal package delivery operations, enhancing both accuracy and speed.  Meet Tritek’s Ace Workstation and Parcel Sorter Tritek's Ace Workstation and Parcel Sorter offer an ingenious solution to the growing challenge of internal package delivery. They offer compact, cost-effective technology that automates package sorting and tracking for businesses, making the entire process more efficient and reliable.  [embed]https://youtu.be/S5BKbrgsvN8[/embed] The Ace Workstation and Parcel Sorter scans, sorts, and tracks parcels up to 15″ x 15″ x 12″ with weights up to 50 pounds. Companies can monitor every package's journey, right up to its final delivery location within the organization. Tritek's proprietary OCR and imaging system make it an ideal parcel sorting solution for organizations searching for increased operational capacity and lower processing costs.  The system's small footprint fits neatly into existing space without requiring extensive floor plan modifications. Each workstation can process up to 3600 pieces per hour. Customers can add several optional components, including inline printers, scales, and labelers. Tritek builds each machine to order, giving customers maximum flexibility in configuring a solution to meet their specific needs. Adopting an automated parcel sorter eliminates unnecessary headaches and boosts overall productivity.  If your organization still relies on manual package sorting methods, you risk falling behind. Package volumes will remain high, as will the expectations of your internal customers. Embrace automation with Tritek’s Ace Workstation and Parcel Sorter to support efficiency, accountability, and customer satisfaction in your internal package delivery operations.

Significant time and resources go into managing inbound and outbound mail for a typical corporate mail facility. Handling inbound mail means sorting, distributing, and ensuring timely and accurate delivery to individuals throughout your organization. Every piece of mail needs to reach the right person or department without delay. Outbound mail requires equally rigorous attention. Printing, inserting, sorting, and delivering mail to the post office demands meticulous planning and coordination.  Sometimes, these tasks can strain your staff and divert focus from core business activities. Mail handling can eat up valuable time and increase operational costs. For this reason, many organizations consider outsourcing these functions to specialized providers. But outsourcing is not the appropriate move for every company. In many cases, right-sizing your internal mail operation is the best strategy for supporting your organization’s goals. Here are some key questions to consider when evaluating the best way to manage the mail functions for your organization:  How deep are your mailing operations integrated with other company activities? Do you experience periods of high and low mail volumes? How predictable are these peaks and valleys? Can your hardware, software, and staff support the organization's mailing requirements, or do some systems need upgrading? What are the costs associated with your in-house mail operations, including labor, equipment, and maintenance? Are you meeting your delivery deadlines consistently, or are there frequent delays and issues? Does your equipment meet your needs or should you expand/downsize? Are there specialized mailing tasks where your current team excels (or struggles)? How would customer experience be affected if you outsourced mail operations? Pros of Outsourced Mail Services Under the right conditions, outsourcing your organization's mail services can lead to cost savings. By leveraging the ability and scale of a specialized provider, you end the need for regular investments in equipment and technology. You can reduce operational expenses and avoid the hassle of maintaining and upgrading mailing systems. Mailroom staffing, often an issue for many organizations, becomes a thing of the past. Outsourced mail services allow you to repurpose your current mailroom staff to focus on core business activities. You can reduce the burdensome tasks related to mail management, boost productivity, and align your team’s efforts with your company’s strategic goals. This streamlined approach enhances overall efficiency and fosters a more dynamic work environment.  Outsource mail service providers typically employ high standards of data security and comply with regulatory requirements. They offer advanced tracking and reporting features, accounting for every piece of mail. This level of mail piece integrity may be greater than you can reasonably deliver within your own in-house workflow. Robust quality control measures offered by mail service providers reduce the risk of errors and enhance trust with your in-house clients.  Flexibility and scalability stand out as another outsourcing advantage. Outsourced mail providers offer a variety of services ranging from printing and processing to mailing, tracking, and payment processing. When you partner with an experienced provider, you gain the flexibility to scale up or down based on demand. Mail service providers can handle your peak production periods, relieving you of the cost of maintaining idle equipment at less-demanding times. Mail outsourcing services often offer access to advanced technology and solutions. You may take advantage of features such as selective inserting, variable data printing, or matching that you cannot support without substantial investments in your in-house equipment. Cons of Outsourcing Mail Processing One significant drawback of outsourcing mail operations to an offsite service provider is the lack of direct control and oversight. When a third party is managing your mail, miscommunications can lead to errors. Mistakes could harm your business operations and customer relationships.  Anytime you contract with an outside resource, you must consider the data security and confidentiality risks. Vendors might not maintain the same level of diligence your company applies to sensitive information. Your outsourcing agreement should include standards for confidentiality and security. These items are important in regulated industries, such as healthcare and finance. Cost is another factor that you shouldn't overlook. Although outsourcing might seem cost-effective at first glance, it can come with hidden expenses. Costs for management oversight and taxes on services can add up, making outsourcing more expensive than expected. Be sure you are aware of onboarding and change-request charges that may apply. Outsourcing your mail won't automatically fix problems you already have with your mail processing workflow. You may simply transfer the circumstances causing you difficulties, making the issues even more disruptive than before. Companies also need to consider the potential loss of customer engagement. An in-house mail services staff often builds strong connections through direct interactions with the in-house entities they serve. An external provider might make these connections more challenging to preserve. Not all mailing needs are alike. Companies that view mailings as central to their business model should keep this function internal to support strategic control and alignment with business goals. Inbound vs. Outbound Mail When deciding whether to outsource inbound or outbound mail, consider the complexities and significance of each operation. Outsourced inbound mail may introduce document transfer time delays, logistical hurdles, and security concerns. Inbound mail includes all mail received by the organization, such as customer correspondence, invoices, and legal documents. Outsourcing outbound mail, on the other hand, includes all mail sent out, which could involve marketing materials, invoices, and customer notifications.  Outsourcing inbound mail services replaces most sorting, scanning, and distributing of documents internally. By doing so, you may gain from enhanced document tracking. However, since inbound mail often includes sensitive information, selecting a trustworthy vendor becomes crucial. Many organizations prefer to set up their own digital delivery systems themselves. For outbound mail, outsourcing helps manage large-scale mailings more efficiently. Providers specialize in high-volume production and distribution, ensuring prompt delivery and professional presentation. You can also choose to outsource only specialized mailings, such as marketing campaigns requiring personalized content or compliance-driven mail needing meticulous handling. The rest of the mailing jobs remain in-house. Assess your organization's needs and capabilities. Evaluate your current resources, budget, and the frequency and volume of mail. Consult with your team, review your current process efficiency, and consider how outsourcing could supply tangible benefits or potential downsides.  Ultimately, the decision to outsource inbound or outbound mail (or both) hinges on your business model and priorities. Determine which aspects of mail processing offer more strategic value when outsourced. This approach ensures you allocate resources effectively and meet your organization's goals.  Common Pitfalls One of the significant perils in mail outsourcing lies in not vetting your vendors adequately. Without proper research and due diligence, you risk partnering with a service provider that lacks the necessary experience or capabilities. Choosing the wrong outsourcing partner can lead to delays, quality issues, or even data breaches. To avoid this, make sure you evaluate their track record, client portfolio, and experience in handling similar volumes of mail.  Another common mistake involves failing to outline clear expectations and deliverables in your contract. Undefined scope and vague terms can lead to misunderstandings and unmet expectations. Ensure your agreement clearly defines all aspects of the service, from timelines to quality standards, and includes penalties for non-compliance. A well-structured Service Level Agreement (SLA) serves as a critical tool here.  Overlooking the importance of data security poses another significant risk. Many mail pieces contain sensitive customer information, making them a target for data breaches. To protect your organization and your clients, insist on confidentiality agreements and confirm that the vendor employs robust data protection measures. Regular audits and compliance checks should form part of your ongoing relationship management.  Do not ignore hidden costs that can derail the advantages of outsourcing. Read all agreements carefully and be on the lookout for extra charges for exceptions or surge pricing for peak periods. Complete a comprehensive cost-benefit analysis that includes all potential expenses before deciding.  A lack of efficient communication between your organization and the outsourcing company can create complications. Choose a provider that values open lines of communication and offers a dedicated point of contact to address ongoing concerns and adapt to changing needs. Outsourcing the work does not relinquish you of responsibility. Active outsource vendor relationship management is a critical success factor. Regular meetings and status updates help bridge any gaps, ensuring a smooth workflow. When In-House Mail Service is the Best Choice You must consider several factors when deciding whether to keep mail services in-house. Does your organization place a strong emphasis on maintaining direct control and personal touches in customer communications? If so, you may benefit more from managing your own mail center. Integrated mail operations within your company often strengthen customer relationships, as in-house staff can tailor communications more effectively to align with your brand's voice and values.  Managing complex mail operations internally also makes sense for companies with unique or specialized mailing needs. By in-sourcing, you preserve immediate access to your team’s knowledge and equipment, ensuring that intricate or non-standard mail tasks meet high-quality standards without the delays that sometimes accompany outsourced services.  Ultimately, the decision to keep mail services in-house hinges on your organization's specific needs, priorities, and resources. A thorough analysis helps determine whether the benefits of maintaining internal control outweigh the potential advantages of outsourcing all or a portion of your mailing services. How Tritek Can Help Tritek can be of assistance whether you decide to outsource your mail center or keep the work in-house. Did you know that we process and presort mail for companies? We do! Contact us for more details on this service. We also offer many options for organizations that process some or all the mail themselves, including outbound mail presorting, inbound mail sorting, returned mail processing, or digital mail delivery. Regardless of how you structure your corporate mail processing solution, Tritek has the right equipment and software to design the right solution for you.

Organizations still receive substantial amounts of mail. Non-profit organizations rely heavily on physical mail for donations, and many enterprises regularly receive correspondence from various stakeholders, including vendors, business partners, government bodies, marketers, and customers. Each piece of inbound mail is important. Mailed documents could be business proposals, legal documents, or even a customer's handwritten complaint. Any delay or mis-delivery poses a risk to the efficiency and reputation of an organization.  But managing inbound mail in an era of flexible working arrangements and remote teams is becoming increasingly challenging. Here is where technology offers a helping hand. Automated inbound mail processing can be a transformative strategy for many organizations confronted with ensuring that mail ends up in the right hands, at the right time.  Efficiency: An automated inbound mail solution eliminates human error and improves the efficiency of mail delivery within an organization. Accessibility: Digitizing inbound mail allows employees to access their mail anytime, anywhere, which is particularly useful for remote teams. Customization: Custom inbound mail digitization provides an added level of control over how companies sort and distribute mail, ensuring personnel receive their mail promptly. In the past, handling inbound mail was a critical task, requiring meticulous attention to detail, a keen sense of organization, and a dedicated team of mailroom staff. But with transitioning operational dynamics, including remote work environments and staffing challenges, linking employees with their mail has evolved into a more complex assignment.  When choosing between dealing with physical mail and digitizing inbound mail, several factors come into play. While physical mail prioritizes tangible delivery, a digital mail solution encapsulates the essence of timeliness, security, and accessibility. The decision ultimately lies in weighing the pros and cons, aligning it with organizational goals, work culture, and technological adoption strategies. Is Your Organization Ready for Automated Digital Mail Delivery? What if the daily task of sorting incoming mail and distributing it throughout the organization no longer relied on dedicated employees who relied on experience to make the routing decisions? Automated inbound mail is a more streamlined, efficient approach to dealing with your organization's mail. The process entails scanning and digitizing regular mail to be delivered electronically to the intended recipient within your organization.  However, it's not just about choosing to automate and digitize your inbound mail. It's about choosing the right solution to do so—a custom inbound mail digitization solution that's tailored precisely to your organization's needs and workflows. With the right solution, every piece of mail ends up exactly where it needs to be, regardless of where your team might be working.  Ultimately, preparing your organization for automated digital mail delivery isn't just about solving today's challenges. It's about future-proofing your operations and optimizing for the ways of working that are yet to come. Some indications that your organization might benefit from an automated inbound mail processing solution are: High daily volumes of incoming mail Multiple buildings, campuses, or worksites Subject to regulatory oversight Cost of third-party couriers Incidents of lost or mis-directed documents Tight deadlines Even as many organizations shift a good portion of incoming communications to electronic channels, internal physical mail distribution is still a challenge. Most companies rely on mail center staffers who, through their own experience or with the help of written memos and sticky notes, decide every day about the proper destination for every piece of incoming mail. With remote or hybrid work arrangements, uniting employees with their mail has become even tougher. The mail center might route urgent documents to unoccupied offices that employees only use a few days per month, with no way for them to know what mail is waiting for them at the home office. A Necessary Shift to Automation In today's fast-paced business environment, handling all inbound mail manually is no longer practical. With an automated inbound mail solution, traditional challenges associated with mail center management can become a thing of the past. Adopting an automated inbound mail system frees up your mail center team's resources and improves overall efficiency. Automation brings in more accuracy, cuts down processing time, and ensures critical communication is never missed or delayed.  This technological evolution impacts businesses aiming for fluidity. The need for an organized, efficient system to manage mail is crucial. Custom inbound mail digitization reduces potential delays in delivery and miscommunication, ensuring everyone has access to their mail, no matter their location.  An inbound mail solution is not just about catching up with the trend. It's about paving the way for operational efficiency, higher productivity, reduced costs, optimal resource utilization and a better, more streamlined communication workflow within the organization. Custom Inbound Mail Digitization Custom inbound mail digitization is an approach to automate inbound mail and streamline the mail handling process according to an organization's rules, policies, and requirements. Through this, a digital mail system converts physical mail into digital formats. The software delivers it to the proper individuals, regardless of whether they are onsite at the office, traveling, or working from home. It's like having an automated funnel that directs all your mail to the appropriate recipients.  One of the crucial advantages of custom inbound mail digitization lies in its flexibility and adaptability. Organizations can tailor the solution to match their business requirements and adapt to changes quickly. Organizations can sort and organize mail based on customized rules allowing for targeted delivery to an individual or department. This ensures that nothing falls through the cracks, and everyone gets their mail right on time.  A custom inbound mail solution doesn't just optimize operational efficiency but also profoundly impacts customer relationships. By efficiently dealing with customer mail, response and resolution times improve, enhancing customer satisfaction and deepening relationships.  This process of digitizing inbound mail also provides a secure way of handling sensitive items. With advanced encryption and approval-based access, your mailroom becomes a fortress, protecting your valuable communication–a far cry from delivering mail to cubicles scattered throughout the enterprise. Digitizing Inbound Mail With Tritek's custom inbound mail solutions, organizations can choose between two basic approaches to processing and routing inbound mail. A one-pass approach relieves the mail center from carrying inbound mail from the mail center to each of the organization's employees or departments. The mailed items remain in their original envelopes, awaiting pickup from the addressees. With a two-pass arrangement, a digital system notifies employees when the mail center has received an item and routes a scanned image of the outside envelope to the employee. The employee then decides how to further process the mail. For more information about one-pass and two-pass inbound mail, see “Give Employees the Mail How They Want It”. Solving the Inbound Mail Problem Faced with modern business challenges, automating inbound mail becomes a necessity. This shift from traditional to digital not only streamlines mail distribution, but it also eliminates the risk of mis-deliveries and delays. By implementing an automated inbound mail solution, organizations can ensure that every piece of important mail reaches its intended recipient on time, whether the employees are in the office or working remotely.  The ability to customize inbound mail digitization, such as the solutions available from Tritek, brings remarkable benefits. Such solutions not only ensure the systematic processing and sorting of physical mail, but also provide an edge in operations. Businesses benefit from the flexibility to tailor their inbound mail system according to their unique needs. This leads to enhanced productivity and effectiveness in mail management.  Digitizing inbound mail enhances communication channels within the organization. Besides the faster distribution of documents, digitization also provides an accessible record for auditing and tracking purposes. Pivoting from traditional mail handling to inbound mail automation is an investment in the future. Taking the leap ensures smoother operations, improved organization, and highly efficient, secure processing. Fusing technology with daily mail handling operations not only streamlines the process, but brings an extra dimension of effectiveness in an organization's communication network.

These are tense times in the United States of America. The ’24 presidential election takes place on November 5, but primaries began in January and wrap up in June. “Super Tuesday” is March 5th, when more than a dozen states, including California and Texas, hold primaries. The Republican and Democratic conventions are scheduled for July and August. Most Americans want to do their civic duty by voting. However, many informed citizens lead busy, frenetic lives. Finding time to stand in long lines at the polls on election day can be a struggle. Voters may have to leave work early, get a babysitter, encounter protesters, or find transportation. This report is not concerned with whom U.S. citizens will cast their votes. We focus on how they will do so in 2024 and how to handle the expected vote-by-mail volumes. More Ballots are Coming Will most people vote by mail this year or in person at polling places? Most importantly, how can we ensure mail-in balloting is as accurate and secure as technologically possible? Speeding toward the second half of ’24, the ongoing election trend points toward more mail-in and absentee ballots. Election officials need to be ready to handle the volumes of ballots they must collect, sort, verify, and prepare for tabulation. With volunteer election workers getting more difficult to recruit, the only logical answer may be automation technology such as Correct Elect from Tritek Systems. The patented vote-by-mail solutions can process small or large volumes of ballots with signature detection and verification reporting. To date, eight states (California, Colorado, Hawaii, Nevada, Oregon, Utah, Vermont, and Washington) use universal vote-by-mail systems. Scholars have found that turnout increases in these states that send a mail ballot to every voter, the Idaho Capital Sun reported (October 2023). In New York state last September, Governor Kathy Hochul signed legislation to strengthen early voting practices. Bipartisan Efforts Such efforts to encourage vote-by-mail are bipartisan. “While other states are working to restrict voting rights, I'm proud that here in New York we're continuing to expand access to the ballot box,” stated NY Senator (D) Zellnor Myrie. “Our democracy is strongest when more voters can be heard.” Republicans, too, are pushing to get more party faithful to vote early and mail in their ballots, while also trying to assure them of ballot security. Bank Your Vote, an initiative from the Republican National Committee, is tapping into mail-in voter turnout tactics. “We need a culture change with our Republican voters,” U.S. Representative Richard Hudson (of North Carolina), chair of the Republican Congressional Committee, told media in mid-November 2023. “We are united in our efforts to educate Republican voters on how, when and where to bank their votes before election day.” Back in 2020, the State of Pennsylvania started permitting any individual to request a mail-in ballot. (In the past, a reason was required to obtain an absentee ballot). In the fall of 2023, over 1 million Pennsylvanians requested mail-in or absentee ballots for November’s general election, reported the Tribune-Democrat (Johnstown, PA). Some 570,000 of those were returned by October 31. Qualified voters applied online; once received (via U.S. mail), they marked and returned their mail-in ballots by the specified deadline. To officially count, they had to be received by 8 p.m. on election day. Demographic and Partisan Queries The National Conference of State Legislatures sought to answer two oft-asked questions: Who uses absentee/mail voting? (See MIT's Some Demographics on Voting By Mail.)  Does absentee/mail voting give an advantage to one party over the other? (The answer is mostly no; see a 2020 study from Stanford University.) Turning to Technology Keeping security and accuracy top of mind, Tritek’s Correct Elect technology records an image of each ballot envelope and checks for duplicates via a ballot ID that is encoded in the barcodes when ballots are printed. It also scans for a valid signature, separating any ballot envelopes that need further inspection by election workers. Correct Elect advances and enhances the vote-by-mail process. It sorts the ballot envelopes by precinct or any other criteria the county chooses, to prepare them for opening and tabulation. Equipment operators never see the actual ballots, nor does the system do any vote-counting. Tritek has successfully installed custom-designed ballot envelope processing solutions in many cities and counties throughout the United States.

Nearly every mail center across the nation tangles with a persistent problem–stacks of undelivered mail returned by the US Postal Service. This issue is cumbersome and costly. The USPS estimates that over 4% of the mail it handles is undeliverable. Towers of returned mail trays pile up in the dark corners of most mailrooms. These dusty collections represent missed marketing opportunities, squandered production and postal expenses, and customer experience failures, not to mention a security risk. What are the reasons behind this problem and how can one tackle it effectively?  The Impact of Undeliverable USPS Mail When the USPS marks your mail as undeliverable, the ripple effects can be detrimental for your business operations and your bottom line. You must eventually address this issue.  Returned mail is a stark reminder of an investment in an unfinished initiative, shining a light on wasted production and postage. Maybe that's why we shove it to the back. But the impact of undeliverable as addressed (UAA) mail doesn't stop there. The innocent pile of returned mail accumulating in your mail center is also a potential security risk. Some of those mailpieces may contain sensitive information that, in the wrong hands, can be used maliciously.  What Makes Mail Undeliverable? When the USPS refers to UAA mail, they're talking about any piece of mail they cannot deliver to the address printed on the mailpiece. Many things can cause a failed delivery: the recipient has moved, the address contains mistakes, the recipient is unknown or has died, there isn't a mailbox available, or there wasn't enough postage paid. In these cases, the postal service must forward, return, or even discard the material, depending on what’s allowed for that class of mail and the service endorsements chosen by the sender. When they return mail to the sender, the USPS affixes a nixie label that includes information about the reason for non-delivery. Some common nixie label messages you may see include: Insufficient Address Attempted Not Known Moved, Left No Address Illegible No Mail Receptacle No Such Number No Such Street Vacant The nixie labels also include the class of mail, processing date, and other information. The action you decide to take with these returned mail pieces will differ, depending on the reason for non-delivery.  Significant Challenges in Handling Undelivered Mail Dealing with undeliverable USPS mail is not a walk in the park. The challenges are significant and require dedicated effort and strategies to overcome. Volume is typically a major issue. Your mail center may be overwhelmed by the sheer size of the pile. The bigger the stack, the harder it is to confront and it just gets worse. It's common to experience a creeping average undeliverable rate for direct mail. Unless senders maintain the list, every mailing includes more outdated addresses. Without automation, correcting this issue demands lots of manual labor.  Besides the paralyzing effect a mountain of mail can have on the staff, managing a returned mail project can be tedious. You'll probably want to sort and separate the mail in different ways, such as segregating the returned mail by the generating department. This is not always easy to determine without opening the envelopes. You'll also find duplicates, having mailed to the same people multiple times. The duplicates may have different reasons for non-delivery noted on the nixie labels, as conditions change. Sorting all this out can be mind-numbing. No one wants to spend their time manually reading nixie labels and sorting mail into piles. In most mail centers, returned mail processing is something that is done only "when you have time." Employees will find other more interesting tasks to do and avoid the returned mail duty. Many an organization has started and then re-started a returned mail project over and over because no one had the time to complete the job. Finally, security is a big concern. Returned mail often includes sensitive information or documents that, if mishandled, lead to breaches in personal security and confidentiality. When someone with access to the mail center notices the unsecured stack of returned mail, they might remove some items. The company probably won’t miss a few envelopes containing high-value personal information. Staying Ahead: Strategies to Deal with UAA Mail The best way to lessen the impact of returned mail is to not generate it in the first place. Use specialized software to clean the mailing lists and update addresses before mailing. Use CASS-certified mailing software that standardizes addresses according to USPS regulations and flags data records with incorrect or missing information like street names, directionals, or apartment numbers. Compare the data to the USPS national change of address file (NCOA) to update the addresses of people who have moved. If necessary, use other address change resources (PCOA) to catch address changes for movers who did not submit information to the US Postal Service. Implement Automation Regardless of the address hygiene steps you take before mailing, some mail will still be returned. Plus, you probably have a big backload to face. This is where automation can come to the rescue. Use Tritek's returned mail solution to eliminate the wearisome task of manually inspecting and sorting physical mailpieces. Our equipment and rules-driven software can scan the envelopes and nixie labels and capture the data via our exceptionally accurate optical character recognition (OCR) routines. We can sort the physical mailpieces by department and create a data file you can sort, view, and use to take action with each of the returned pieces. Automation and data management will change everything and allow you to get a handle on your returned mail problem.  Maintain Accurate Records Modern, automated management systems can track the reasons mail is returned to you, making it easier to keep up-to-date customer records. You will be able to identify patterns and find the conditions that are leading to UAA mail. With data in hand, you can approach departments that manage the data files generating poorly addressed data and help them see the benefits of updating their information.  Review Your Mailing Strategy If you find your mail being returned despite having verified the addresses before mailing, it might be a good time to reassess your mailing strategy. This analysis could reveal insights that go beyond basic reasons for returned mail. Maybe recipients refuse mail because of over-solicitation or irrelevant content. By critically reviewing your mailing strategy, you can honor customer preferences and reduce the likelihood of your mail being returned.  Reduce the Impact of Returned Mail Undeliverable mail issues can be complex, and a one-solution-fits-all approach is not always possible. The right combination of technology, process improvement, data analysis, and a strategic plan is often the recipe for successfully handling the challenge of USPS undeliverable mail. Stop wasting money on mail that makes a round trip and never reaches the intended recipients: Eliminate the accumulation of returned mail languishing in the mail center Improve the customer experience Raise the ROI of marketing campaigns Lower the risk of security and privacy breaches Invest in some technology and tackle this problem once and for all

Almost all organizations that generate high volumes of mail take advantage of workshare presort postage discounts. The US Postal Service offers postage savings to mailers who presort their mail before handing it off to the USPS. To presort their mail, companies have a choice: they can enlist the services of a presort company or they may choose to sort the mail themselves. With local or national service companies that pick up your mail, mingle it with mail from other companies, and send it at a discounted rate, outsourced presorting may seem like the path of least resistance. For many companies, outsourcing is the best solution. When your own mail lacks the geographic density to qualify for the deepest postage discounts, the co-mingling performed by a presort bureau can lower the overall postage spend in ways you could not achieve on your own. And yet, many major organizations do opt for in-house mail sorting. In some circumstances, in-house mail sorting is the best approach. Let's explore the pros and cons of in-house USPS mail presort. From turnaround time and security implications to scheduling concerns, this article will point out the factors that will influence your organization's mail presorting strategy. Presort Vendor vs In-House Sorting: A Comparative Analysis While utilizing USPS mail presort services might be a viable choice for most organizations, determining whether it's the best fit for your specific needs requires careful consideration. Understanding the advantages and drawbacks of both outsourced and in-house sorting is crucial to make an informed decision. Outsourced pre-sorting is a service that allows mailers to benefit from postage discounts without doing the sorting work themselves. Organizations submit their completed mail to a presort service company, which then combines your submissions with others. Most of your mail will undoubtably qualify for cheaper postage rates, compared to postage costs for unsorted mail. The savings depend on your contract with the presort service provider, determined by the makeup of your mail. Before proposing their rates and fees, the presort vendor will analyze your mail to determine the work necessary to sort your mail, and their likely level of discounts. They will advise you about the postage rate at which you should meter your mail. This rate will be less than the full retail price you would otherwise pay for unsorted business mail. This is where your savings originate. By mingling your mail with the pieces they process for other clients, the presort vendor will qualify your mail for even deeper discounts. Their revenue source is the spread between the postage you apply, and the postage charged by the USPS for highly sorted mail. The presort company receives the difference as postage rebates from the USPS. Presort vendors may also charge you a fee, which may lower your savings. In-house Mail Sorting puts all the responsibility for qualifying for workshare postage discounts on your organization. This includes sorting the mailpieces, separating them into trays, sacks, or pallets, labeling the containers, and preparing the USPS forms and documentation. The level of sortation and the degree of discounting will be based on only your own firm's daily mail. This sounds like a lot of work, but postal software, hardware, and automation handle many of the details. If your organization consistently generates large volumes of mail, an in-house solution may be the best approach. This is particularly true when the mail is usually destined for a fixed geographic area where you can maximize discounts because of ZIP code density. Unlike working with an outsource presort provider, you keep all the presort savings yourself and pay no extra fees to outside entities for the presorting and preparation of your mail. The Real Worth of In-House Mail Sorting For many large organizations with high-volume mailing needs, the benefits of in-house presorting outweigh the extra work and expense necessary to handle this task yourself. Schedule Control When you have full control over your mail handling, you may align it more efficiently with your overall business procedures. Because the presort vendors must collect mail from all their clients, their truck may arrive at your facility in early afternoon each day. Any of the day's mail yet to be finished at your site would wait until the next day before being transported to the outsource presort operation.  For some applications, documents sitting in your mail center an extra day can be costly. Payments for outgoing bills and invoices, for instance, will arrive later because bill delivery will be delayed for day (or more, on weekends). For organizations that invest their cash daily, a delay of incoming payments may be financially significant. The impact of other time-sensitive communications like cancellation notices can also be affected when mail must wait to coincide with the presort company's schedule. Security and Privacy  Another benefit to consider is the safeguarding of sensitive information. With in-house sorting, you confine the process within your organization's boundaries. No third-party service provider would handle sensitive documents. If your organization handles sensitive materials, in-house sorting might come across as an appealing option for your security-conscious clients. Faster Turnaround Presort companies make money by assembling mailings so as many pieces as possible qualify for the lowest postage rates. Sometimes, if a day's mail volume or the mix of ZIP codes they process in a day does not meet the vendor's targets for presort density, they may hold some mail for an extra day. Some presort mail service providers truck mail from one of their processing centers to another in attempts to achieve more favorable postage rates. This extra transportation step can prevent your mail from entering the USPS delivery network on the day you expected. You won't necessarily be notified if this occurs. If you are sorting your mail in-house, you will always know when you turn your mail over to the USPS. Equipment Utilization Some equipment, such as Tritek's mail sorting solutions, can do double-duty. The same machines you buy to presort your outbound mail every afternoon can be integral components of your inbound mail processing solution. Use Tritek's unique feeding and scanning features to process incoming mail in the mornings to expedite sorting to internal courier delivery routes. Our inbound mail processing software can even facilitate implementing a digital mail delivery solution that makes it easy to satisfy the needs of a mobile and work-from-home workforce. Making the Choice Presorting outbound mail is the number one method for lowering postage costs, but how a company implements their presort strategy depends on several factors. Smaller organizations, or those who execute large mailings infrequently, are probably best served by contracting with a presort mail vendor to handle the task. By co-mingling their mail with other organizations, they can qualify for lower postage rates than they could by sorting in-house. Companies that have consistently high mail volumes or mail to fixed geographic areas should evaluate the benefits of sorting their mail in-house, keeping document control under their own roof from beginning to end.