In 2024, the USPS began the transition to its new performance standard, Intelligent Mail Indicia (IMI) technology. The idea of IMI postage meter technology is not new. It was a topic of discussion for more than a decade, and the technology has been available for years. However, adoption was slow as the upgrade was not a simple firmware update. It required an investment in hardware to drive the IMI technology. While Information-Based Indicia (IBI) technology is now discontinued by the USPS, some mailers still use it on some of their devices.
Those who continue to use IBI technology must migrate to a compliant solution over the next few months to avoid service disruptions. Many IBI meters are already decommissioned, with the remaining IBI-based postage meter models to be removed from service by the end of 2026 or 2027.
IMI replaces the outdated IBI standard with technology that provides the Postal Service with detailed, near-real-time transaction data. This enables automation, improves security, and ensures correct postage. The technology change was dramatic, requiring more powerful processing capabilities; hence, the upgrade in hardware rather than a simple firmware update. An IMI device must be constantly connected to the internet. Legacy technology required an internet connection only when mailers added postage.
IMI technology provides the USPS:
Tightened Data Security: The IMI uses enhanced security measures to encrypt sensitive data, reducing the risk of fraud. It is tamper-resistant and requires identity-based authentication. Increased security checks flag fraudulent activity sooner.
Elimination of Over-Posting: An IMI-compliant configuration always calculates the correct postage. This is ideal if your organization uses temporary employees or student helpers in the mail center. It is also helpful the day after a postage rate increase, typically a Monday, when the last thing on anyone’s mind is if postage rates have changed.
Automated Updating: The USPS has vacillated between annual and semiannual postage rate changes for the market-dominant mail classes. Irrespective of the frequency of rate changes or the sorting scheme, manually changing rates is a pain and is often forgotten until after mistakes are made. IMI technology enables automatic updating, as the meter communicates with the USPS every 72 hours.
Turnkey Postage Refund and Insurance Claim Tracking: If postage is printed and later needs to be voided, or the envelope or label is spoiled accidentally, you would traditionally submit a refund request to the Post Office. An IMI-enabled meter will record that refund request, update its internal transaction log, and reflect the refunded amount in postage and accounting reports once the refund is processed.
Similarly, when you add postal insurance to a piece of mail, the meter automatically logs the insurance amount and coverage, ties it to the specific mail piece or transaction, and includes it in reports for auditing, claims, or cost analysis. If you need to file a claim, the data is already there.
An IBI-enabled postage meter prints a square, 2D barcode, much like the QR codes that are part of our daily existence. It also prints readable text, such as the postage amount, ZIP Code, mail class, and date. Look for these markers on your metered mail to identify meters you should replace. Other indicators for meters using IBI include manual postage refills, internet connectivity required only when adding postage, and, in the worst-case scenario, an “inactive” error message. Replace your technology before you see this message.
The single way to ensure IMI compliance if your current postage meter is outdated is to install a new device now. With compliance deadlines for many meters already passed and others to be decommissioned within months, you do not want to wait until the last minute. Suppliers will be taxed, and the success of your operation depends on your mail entering the mail stream on schedule.
Delaying the upgrade from an IBI to an IMI-compliant postage meter by the USPS deadlines will result in your machine being deactivated. It will be unable to produce valid postage. This causes operational disruptions, including rejected mail, lost funds due to unused postage, and potential security risks. Non-compliance could cause postage rejection, service disruptions, or mail entry delays.
The USPS transition to IMI technology is a dramatic improvement in mailing standards. If you work with legacy technology, immediate compliance is necessary. Tritek has the experience and resources to help you through the process and provide a holistic view of your mail center, combining technology and practices.
Since 1988, Tritek has engineered, patented, and field-proven production mail automation solutions to enhance productivity and efficiency for mail service providers and in-plant mail centers nationwide. All printing devices used in Tritek products are IMI-compliant today, ensuring your organization’s postage application is secure, accurate, and compliant with postal standards. Tritek’s client list includes mail service providers, print providers, Fortune 500 companies, government agencies, educational institutions, financial services companies, healthcare organizations, insurance companies, and fulfillment services.