Mailtronic

Mailroom Management

Mailroom Processing

With more than 30 years of mail-room processing experience the company’s resources allow it to cater for both paper and plastic mail piece packaging requirements. As a result of this flexibility the Mailroom division caters for a wide range of services offering processing capabilities within automatic, semi-automatic and manual document control processes managed by some of the most experienced people within the direct-mail industry to date.
This includes on-going management structures for conventional bulk-mail as well developing specialized document control systems for complex packages and unique marketing solutions ensuring all documents are legally compliant within mail requirements.

The company’s manual operations team has developed a database of more than 200 individuals who provide non­-automated skilled labor as part of our business continuity system beyond our automated capabilities at all disaster recovery sites.
Given Mailtronic’s large premises and expansive floor space, this division is able to manage complex projects involving various packaging and logistical options demanding high daily throughput.

Services

  Standard Folding Services
The company’s Folding division uses the best in folding and gluing technology sourced from the world’s most experienced folding equipment- companies. This ensures a wide range of folding options is provided to customers for seamless artwork presentation options.

  Intelligent Insertion Services for Envelope-Driven Mail-Pieces
Mailtronic’s on-site Variable Data-Printing and Intelligent Inserting division uses the latest in document mail­ management systems for high data integrity envelope work. The equipment within this division is supplied and maintained by global market leaders in the mail-processing-equipment sector who are experts in both high-speed document insertion and database management, and document tracking.

  This division offers:
Inline folding and insertion of letters into envelopes within DL, CS and C4 formats; as well as complete mail-merging capabilities for high-integrity single and multiple-page documents via automated collation through OMR and barcode quality-control systems.

Postal Address Management

Identified by SAPO as one of the largest mail houses within South Africa, Mailtronic is able to offer its clients the advantage of key mail-service facilities through licensed agreements with the SAPO and the added advantage of using a supplier with a long-standing history with our national mail carrier.
Mailtronic’s PAMSS software is one of the most sophisticated address-verification packages in the direct-marketing industry.

Mailtronic is able to offer its clients the advantage of key mail-service facilities through licensed agreements with the Sapo and the added advantage of using a supplier with a long-standing history with our national mail carrier.
  Mailtronic is fully authorised by the South African Post Office (Sapo) to provide its clients with a PAMSS certificate prior to any mail campaign.
  Mailtronic is one of only 11 licensed accredited postal address management service providers in the country. This allows the company to perform all address-verification procedures on all data on-site, at its premises.
Identified by Sapo as one of the largest mail houses within South Africa, Mailtronic is able to offer its clients the advantage of key mail-service facilities through licensed agreements with the Sapo and the added advantage of using a supplier with a long-standing history with our national mail carrier.
  Mailtronic’s PAMSS software is one of the most sophisticated address-verification packages in the direct-marketing industry.
Through constant on-going interaction with the Sapo national database and regular revision of our information, through the downloading of updated information, we are able to check the accuracy of address information.
The flexibility of the system enables us to check as many as 3 addresses per client at any point and allows for the use of multiple data fields.

Should such problems be identified within the verification process, Mailtronic is able to correct address information by checking address information for accuracy using:

  Credit-card details,
  Identification (ID) numbers,
  Mobile and/or land-line telephone numbers.

The system is currently able to correct as well as produce a detailed report on the following postal-address inaccuracies:

  • Postal codes (from the suburb name)        
  • Suburb name (from the postal code)
  • Incorrect spelling of suburb name              
  • Missing postal code
  • De-duping of data                                           
  • Upper- to lower-case conversions
  • Postal-code sorting                                        
  • Converting Afrikaans names to English
  • Expanding on addresses
  • Insufficient address details
  • Defective address due to no numerals
  • Incorrigible postal code
  • No street or postal delivery address
  • Ambiguous suburb
  • Delivery type mismatches to postal code

Following the correction process, an un-mailable file with incorrect or inaccurate data can be created for reference.
This will ensure adverse spending on print mail solutions for incorrect data is minimised, thereby increasing the profitability and success rate of all campaigns.

Rebate and Postage Discount Analysis

The company will assist its clients in achieving maximum rebates and discounts afforded to them by Sapo through the PAMSS process.
Mailtronic will ensure that all address information is a minimum of 98% correct within any data list prior to mailing including the issuing of an official PAMSS certificate.

Through careful analysis of the database we are able to successfully split all quantities into:

  • Postal hub nationally,
  • Postal hub provincially,
  • Postal code quantity per province,
  • Quantity per postal code.

The company can also oversee the sorting and careful management of all documents for total Sapo compliancy ensuring efficient mail lodgement and document delivery.
Through this process we are able to determine the exact discounts which can be accessed as a bulk mailer and will assist our clients in fully capitalising on such rebates.

On-Site Services

Mailtronic is also a registered electronic bulk delivery-note (E-BDN) systems user with the Sapo and meets all E-BDN requirements.
This allows the company to provide its clients with electronically documented proof of all mail delivered to the Sapo on a daily basis.
The company’s premises are located within a 3km radius from Witspos and Cape Mail, the biggest Sapo mailing facilities in the country.
Sapo auditors are on the Mailtronic premises on a daily basis inspecting the company’s bulk mail operations; they assist Mailtronic in ensuring that all work is carefully checked and that all printed media receive priority assistance upon entry into the Sapo mail stream.
These auditors, along with Mailtronic’s highly qualified postage-processing staff, ensure that all material will be compliant with Sapo standards for document size and grammage as well as any other postage requirements before leaving our premises so that maximum postage rebates can be obtained

Return-Mail Management (Nixies)

Mailtronic regards the return-mail function as critical in its quest to reduce unnecessary costs and expenditure in database management and provide careful analysis for the print purchasing of future campaigns. Complementing Mailtronic’s mailing facilities is the company’s on-site return mail management center, also called Nixies.
This facility allows Mailtronic to assist its clients in processing and analyzing all return mail and
provide a detailed report of all undelivered mail.
The Nixies department has successfully assisted in reducing and monitoring return mail and has created an accurate mail-shot analysis per mail campaign in conjunction with the Print divisions.
This ensures we are able to carefully assist a client with the correct management of its database as well as ensuring best practices ore followed regarding paper-space management and lean print procurement management techniques and economic efficiencies.