DANTOM Supplemental Services for Utilities

When your statement or letter enters the USPS mailstream, the support and services from DANTOM do not end. Its team of dedicated experts continue to provide effective products and services that will further increase your ability to effectively reach your customers and improve your ROI.

DANTOM Preview
DANTOM Preview is an automated document approval tool, enabling you to streamline what is otherwise a time-consuming, manual process. It enables you to view PDF's of actual merged documents after all scrubs and services have been performed but before the letter or statement is printed. Providing an exceptional quality control step, many organizations use the Preview product to ensure compliance with specific client requirements.

Once the actual data merge is completed, the PDF is available to view on a secure Web site. The system can be set for you to view all letters or just those designated by letter code. The PDF's can be retreived, sorted by numerous fields and searched by responsible party name or letter code.

Documents using the DANTOM Preview product are not printed but held until they are approved and released by your organization providing you with additional peace of mind.

If you need to review actual letters or statements prior to mailing, DANTOM Preview offers a secure, flexible automated tool to meet your business requirements.

Reporting
When you send a file to DANTOM, you will always receive valuable follow-up reports and information. You will receive a count of the number of records processed, the number of records rejected with the reject code included and a comprehensive report showing the number of records printed and services utilized on that day. You also will receive a return data file for NCOA, non-standard addresses, moved left no forwards and the like. Combined, these reports enable you to complete daily reconciliation, track expenses and take action immediately if a document could not be sent as requested. 

CONFIRM
The CONFIRM mail tracking service from the USPS provides the ability to determine the location and status of both outgoing and incoming mail. You can know with certainty when a customer has received a statement or letter and if the proverbial check is in the mail. The tracking information is contained within the USPS Intelligent Mail Barcode. The barcode contains a unique identifier for each document, including the IMB on the remittance coupon. Based on this identifier, you can access tracking information from any Internet-enabled computer, making the information easily available. Using CONFIRM provides actionable information for your organization to better track all outgoing and incoming mail.

Return Mail Options
Return mail often contains actionable information you need to contact your customers. When return mail isn’t processed appropriately, many organizations send another document to the same bad address when the updated information is sitting in their office. But the hectic pace of business inside every organization can make it difficult to sort return mail and enter crucial information in a timely manner.
 
There are proven ways to gain the benefits of processing your return mail without the pain normally associated with mail trays and data entry. Working with DANTOM Systems, you can eliminate your physical return mail.
 
DANTOM Return Mail
Organizations that struggle to input return mail data should consider using the DANTOM Return Mail service. DANTOM will retrieve and process your return mail on a daily basis, ensuring you receive the information, and its benefits, in a timely manner.

Once your return mail has been sorted, the data is scanned using a 2D bar code, generating a file that can be used to update your customer accounts. The returned letters are destroyed using a secure onsite process to ensure your continued compliance with federal privacy and security regulations. Your white mail will be mailed to you weekly via USPS.

DANTOM Return Mail eliminates the headache of return mail trays while enabling your organization to reap the benefits of updated addresses immediately. All without dedicating any staff resources to the task. Call to learn how your organization can benefit from this effective and efficient service from DANTOM Systems.
Address Change  Service 
Address Change Service from the USPS and delivered through DANTOM Systems can assist with return mail processing. This service provides return mail data electronically. Depending on the options selected, the USPS will either forward the physical piece of mail when possible or destroy it.
 
Option 1 functions much like the traditional Return Service Requested. Mail is not forwarded but is destroyed and, when possible, the new address is provided electronically.
 
Likewise, Option 2 functions similar to Address Service Requested. During the first 12 months after a new address is filed, the new address is provided electronically and the mail is forwarded. During months 13-18 after a new address is filed, the mail piece is destroyed but the new address is provided. After 18 months has passed since the filing, the mail piece is destroyed and a standard UAA code is returned electronically.


"We've come to count on Data Image (a DANTOM subsidiary) because they present sound, creative solutions to our problems, respond quickly to our requests, and support the overall image we present to our customers.  It's been a great relationship and we think of them as an important part of our team."

Cathy Bitler, Vice President for Administration
South Central Power Company