Capabilities
The Data Center specializes in printing sensitive documents, and therefore, we have all of the requirements securely in place that are needed to successfully provide secure document printing and distribution services. Our capabilities and standards include:
Streamlining the process to efficiently account for each and every item using unique sequential numbers is our specialty. The Data Center has established a successful and cost- efficient program that fits the needs of each of our clients. Our national equipment and paper contracts. based on long-lasting and well-established relationships allow us to pass along savings to our customers.
State of the Art and Redundant Equipment & Software
- Professional Programmers on Staff: The Data Center has the expertise to manipulate and map your data. From a support standpoint, we do not currently nor have we ever required support from software companies because of our own internal technical expertise. This allows us to be more flexible with our customer, quicker with our turnaround time, and deliver a better cost-savings.
- Data Transfer via FTP
- Print Volume Capabilities: Our full capacity is more than 50,000 prints per hour using high qualityand high speed digital laser printers. Our total weekly capacity accounting for paper loading, machine maintenance, and shift changes is estimated at more than 1 million prints per day.
- Mail Volume Capabilities: Our mailing capabilities match that of our print capabilities at an average of approximately 50,000 pieces per hour. This number varies depending on specific project requirements, but the mailing functions are designed specifically into the workflow process.
- Reporting Capabilities: Our systems are designed to provide an excellent level of accuracy for variable data. While our production process provides a checkpoint at each step to monitor accuracy, our equipment is capable of producing reports to verify the data in each step. During each phase, both incoming data and outgoing data are reconciled to insure that each notice is processed according to the specified requirements. We are prepared to provide reports—weekly, monthly, or per job–to our clients to match their priorities. This reporting plan can be determined during the implementation phase.
Highly Experienced Personnel and Low Employee Turnover
Our history as well as our future depends on the retention of key people that share the attitude that it isn't just print and mail when it comes to the documents and the customers we care for. The Data Center’s staff is divided into three core teams—processing/programming, print production, and mail services—which have been working together under Kim Kendall with no turnover for more than eight years.
Customer service is our number one priority. Carefully managing our processes for design, planning, and implementation is the key to providing consistent quality services that give our customers the assurance they need that a project is going to be completed on time and within their budget. Our process and cohesive personnel ensure accuracy and quality with the ongoing management of each project, whether it’s a bi-monthly payroll run, a weekly statement run, or a quarterly notice. Customer satisfaction is always the result.
Detailed Quality Assurance Program
- Receive data or retrieve Data
- Process data and balance to customer specifications
- Send data to printer
- Conduct print quality check
- Deliver documents for mailing
- Include inserts
- Process documents for mailing
- Bundle mail and deliver to USPS
- Conduct Final Quality Check
Security Program and Policies
Maintaining the security and confidentiality of our clients’ data is our top priority. Our processing facility is secured with a key-card system at all times. Access to the processing area is limited to print operators, company managers, and project managers. Visitors or vendors that need access to our processing facility are escorted by a company representative for paper deliveries and on-site shredding services.
Our security system includes the following features:
- Outside Glass Detectors on all doors and windows
- Motion Detectors, both internal and external
- Smoke Alarm System
- Sprinkler System
- Internal Camera System
- Off-Premises Camera Monitoring System
- Weekend and 3rd Shift Patrol
The Data Center has also made significant investments in ensuring that all data files and transfers are protected electronically. We utilize a firewall and Cisco router with a continual password change feature. Encryption and alternate security measures are also implemented upon customer request. Confidential data files can only be accessed by our programmers. We are 100% HIPAA compliant and have 15 years experience in processing secure data for our clients.
Thorough Disaster Recovery Plan
Since The Data Center recognizes that it is imperative to be prepared for emergencies involving various scenarios and situations we have developed specific back-up plans.
Power Failure: The Data Center has a back-up generator to ensure continued operations during power failures.
Equipment Issues: The Data Center owns redundant print and mail equipment to ensure that if one piece fails, back-up equipment is networked and available so that it can be utilized to get mail out. This redundancy includes our transportation vehicles as well.
Road Closure to Salt Lake City Bulk Mail Entry Unit USPS: The Data Center is within one mile of the SLC BMEU and has three alternate routes to arrive there. The Data Center holds permits at several other mail facilities in case other locations need to be used.
Communication: All key personnel have cellular phone service to be utilized if traditional phones lines go down. In addition, our phone system is set up to forward to key personnel’s cell phones in cases of emergency.
Disaster Recovery: In case of disaster, the Data Center has two plans for disaster recovery depending on whether the disaster is limited to our facility or incapacitates a larger geographical area.
If disaster incapacitates our facility: The Data Center staff is relocated to our confidential partner’s facility to complete the jobs that are required to mail that day. The Data Center can retrieve our clients’ secure data from our partner’s facility. Our confidential partner has the same software and equipment that we have at our facility so making this transition would be transparent to our clients. We conduct a disaster recovery drill with our partner facility annually.
If disaster incapacitates The Data Center and our confidential partner, then The Data Center facilitates getting our clients’ secure data processed at one of over 50 of our confidential partner’s facilities in the United States. We have an ‘out of state’ disaster recovery drill bi-annually. |
