Dynamic Black and White
Black and white collection letters remain a staple in a collector's toolkit. DANTOM offers a variety of attorney-approved formats such as colored stock or envelopes, custom stock, shaded boxes for impact, simplex, duplex and multi-page letters. Regardless of your unique business requirements, DANTOM has the ability to create a flawlessly executed statement or letter to meet your needs.

While not appropriate for all types of responsible party communication, self-mailers from DANTOM are secure and comply with applicable laws and regulations. Your organization can rest assured that you will remain compliant while positively impacting your bottom line.

Multiple sizes and types are available, ensuring there is a product to meet your unique and specific communication needs. Products range in size from a double postcard bi-fold, up to an 8.5" x 17" tri-fold. Multiple paper stocks are available to further customize your responsible party communications.

Beyond cost, another benefit is the products’ relative novelty. Most collection letters are not sent in a self-mailer format. Therefore, natural human curiosity causes many responsible parties to open a self-mailer they might have otherwise ignored – enabling you to save money while boosting your open rate!

As the collection letter industry works to minimize the impact of ever-rising postage rates, adding self-mailer products into the mix can boost open rates and generate positive bottom line results.


DANTOM eCertified
eCertified from DANTOM Systems eliminates the need for your staff to manually fulfill certified mail. Instead, when using eCertified you can accomplish this requirement with no more effort than that needed for first class mail through DANTOM. Imagine certified mail without any forms, green cards or data to manually input to your system.

Electronic return receipts and signatures are transmitted to your software platform to update at the account level. The account level updates can be set to trigger workflow actions. For example, an account could be placed in a dialer campaign as soon as the return receipt is received. The net result enables you to collect money faster and at a lower cost.

Product Details
Documents to be sent eCertified are identified by letter code. A tracking bar also is printed on each letter. It contains the service level code as well as a unique mail piece identifier.

The Daily Certified Return File is uploaded to the DANTOM SFTP site daily, using the same process as other DANTOM daily reports. The USPS provides the signature file weekly and it also is uploaded to the DANTOM SFTP site for download.

Conclusion
If client or regulatory requirements necessitate sending certified mail, the most efficient way to remain compliant is DANTOM eCertified. Automating your certified mail eliminates a manual process and enables your team to complete higher level tasks while the system triggers the next action on the account. eCertified will have a positive impact on your bottom line.

Electronic Delivery
eNotice
As e-mailing collection letters increases in usage, many industry leaders are turning to a trusted collection letter partner, DANTOM Systems, to implement their e-mail collection letter strategy. eNotice provides functionality that is specifically designed to meet the unique security and regulatory compliance requirements of the ARM industry.

Avoid third-party disclosure
Since e-mail is not a secure method of communication, sending information that is not encrypted is a security breach that could easily lead to a lawsuit. DANTOM Systems sends all e-mailed collection letters as an encrypted PDF. The body of the e-mail notes that a letter regarding a personal business matter is attached and should be opened only by the responsible party. A shared password, such as date of birth or ZIP code, is required to open the PDF.

Responsible party opt-in
It is recommended that you receive recorded verbal, electronic or written permission BEFORE any collection letters are sent by e-mail. DANTOM eNotice can provide an integrated opt-in system. DANTOM eNotice also automatically offers the responsible party the ability to opt-out of e-mail communication and retains a record of this for you.

Monitoring e-mail delivery
eNotice automatically monitors e-mail collection letters for bounces, ignored e-mails and responsible party opens. Similar to NCOA hits, DANTOM updates your system with invalid e-mail addresses. The system has a user-defined option to mail a printed letter if your e-mail should bounce or be ignored. You can rest assured that all communication is received, enabling you to remain compliant with communication requirements.

To learn more about communicating with consumers using e-mail, download a short, informational presentation. You will learn specific steps to evaluate this tool and take action.

Of course, before beginning any new communication method with responsible parties, you should consult your attorney for legal advice.

*The DANTOM eNotice product is integrated with some, but not all collection software products. DANTOM Systems is actively working with our software partners to integrate this service across more software platforms.

Electronic Storage
PDF Letter Service
Sometimes you need rapid access to your letters. A client audit. A responsible party lawsuit. A convenient service from DANTOM enables you to access any letter instantly. Retaining this important documentation can assist you in providing exceptional customer service or a strong legal defense.

DANTOM's PDF Letter Service provides you with a PDF copy of the letter codes you designate. The PDFs are transferred through secure FTP and are indexed according to your data preferences.

The PDF service also enables compliance with your organization’s data retention policy. In order to maintain its PCI DSS certification, DANTOM must purge all data after 12 months. If your policy requires letters be available for longer than 12 months, DANTOM's PDF Letter Service is recommended as an option to appropriately retain your letters. In addition to the convenience of having your letters instantly available, you have the ability to retain them as long as required.

This service gives you full control of the retained letters when the PDFs are provided. Your organization is responsible for their back up, storage and security. This service does not require a minimum monthly volume.

The DANTOM PDF Letter Service is an effective way for you to have instant access to your letters while complying with your organization’s data retention policy.

DataView
Data retention and security standards have risen dramatically. DataView offers a comprehensive solution to assist you in meeting these more stringent standards while providing even more convenient access.

DataView allows you to instantly view and download a PDF version of your letters using any Internet browser. All PDFs are searchable by multiple fields – so you can quickly locate the letter you need with a few keystrokes.

DataView is an effective way for you to have convenient access to your letters while complying with your organization’s data retention policy.