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Financial Printing Rules, Laws, and Solutions

By 24 September 2023April 15th, 2024No Comments
Statement Printing

What Is Financial Printing And How To Implement It Effectively For Your Business?

One of the most significant challenges financial institutions in the US face is late payments. Hoping for a Utopia where everyone makes payments to financial institutions on time is only wishful thinking. However, financial institutions must do everything they can to encourage timely payments. 

Using financial printing for sending invoices and other documents is one of the ways financial organizations can encourage on-time payments. About 39% of all invoice payments within the US are late payments. While you can not eliminate all of them by sending a printed invoice, it can still tilt the scale.

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The ultimate goal of financial institutions is to minimize their late payments. Incorporating financial printing and sending a printed financial statement along with an email lets you ensure that the customer gets your message. Moreover, many customers prefer receiving their financial correspondence via mail as it helps them keep a clear paper trail. 

But there are several rules and regulations concerning financial printing, and you must learn more about them before implementing them. The purpose of this article is to provide you with all the information you need about printing in finance and how to ensure secure financial correspondence.

What Is Financial Printing?

The best way to define financial printing is as a particular security printing subcategory used explicitly by financial institutions, including banks. It involves printing various critical documents for financial institutions, such as invoices, statements, collection letters, etc.  

Financial institutions generally use a third-party print service provider to meet their printing needs. More often than not, financial organizations like banks need the equipment or logistical capabilities for an efficient financial printing operation.

But the truth is that most financial institutions can not use a native or local printing solution because their actions are under strict scrutiny. Numerous rules and regulations surround financial printing because it often involves handling sensitive information.

Besides that, financial institutions also have a responsibility toward their customers to facilitate accurate and timely communication. For instance, many financial customers want to keep a clear paper trail of their financial transactions and request correspondence via mail. Such situations are everyday occurrences for banks and other organizations, often requiring a financial printing service.

Financial Printing Rules And Laws You Should Know

Several financial printing rules and laws govern the communication of banks and other similar organizations. Although some of these laws are not mandatory, it is still worth knowing all the most significant ones.

Due to rules and laws, you can find several data access limitations in financial printing operations. Moreover, data security is a primary concern in financial communication. It would be best to familiarize yourself with the relevant rules and laws to understand the security concerns and consequences of not following them.

PCI DSS 

The Payment Card Industry Data Security Standard or PCI DSS is a standard specifically for organizations that deal with data processing related to credit card payments. It requires such organizations to use financial printing services to ensure the safety of their customer's financial information.

According to PCI DSS, these financial institutions must ensure that financial printing solutions encrypt all their print data. Ideally, your printer should use end-to-end encryption to safeguard financial data. Besides that, the printer should have SSL compliance and securely store customer information. 

Securities Act (1933)

The Securities Act of 1933 is one of the US's oldest rules concerning financial printing services. It specifies the standard format for printing financial documents like registration statements, financial reports, and applications. 

For example, you must only use white paper when you print a registration statement. You must also ensure that the paper size is 8 1/2 × 11 inches and unglazed. Fortunately, most financial printing solutions allow you to use standard-size papers for your financial documents, including registration statements.

Other Financial Printing Rules And Laws

Several other rules and regulations may apply to your financial institution. Some other significant laws that may affect financial printing solutions include the following.

  • The Sarbanes-Oxley Act (2002)
  • Securities Exchange Act (1934)
  • Wall Street Reform and Consumer Protection Act (2010)
  • And more.

All the rules you see above specify various requirements for effective and confidential financial printing for your organization. Depending on these laws, you may have to 

  • Add fields to your forms
  • Send copies to specific regulatory organizations
  • Keep records of your printed documents

However, to be safe, we advise you to arrange a meeting with a legal advisor. Doing so can ensure that your financial printing complies with all applicable laws and regulations. Moreover, the legal requirements can vary from one financial institution to another. Consulting with a legal advisor helps you identify the rules for printing your financial documents.

What Are The Best Financial Printing Solutions For Your Business?

The best part of implementing financial printing is that you have various options for your business. You can use three types of third-party printing services to ensure legally compliant printed communication for financial institutions. 

Regardless of which of these financial printing solutions you choose, you must ensure that it has reliable customer service and necessary compliances. For instance, PostGrid has advanced regulatory certifications and end-to-end encryption. It allows PostGrid to comply with financial printing rules and regulations easily.

Commercial Printing Services

Hiring a commercial printing service for financial printing means gaining access to a third-party printer, including its facilities and equipment. It is one of the more traditional approaches for printing your financial documents. 

Here, you must provide detailed instructions to the vendor, including the volume or number of printed materials you need. Explaining every tiny detail to commercial printing services is often prone to errors or miscommunications. 

Commercial printing services are no longer popular for financial printing due to a lack of flexibility and a higher chance of error. You can eliminate these problems by using an advanced automated system for printing your financial documents.

Web-Based Automated Printing Tools

One of the most effective methods of financial printing today is web-based automated printing tools. It allows you to print and bulk mail materials for financial marketing and communication. In most cases, you can start your printing immediately after signing in to the web platform.

PostGrid's web interface is a perfect example of a web-based automated printing tool. You can access our advanced dashboard using your email address once you sign up for a PostGrid account. The minimalistic dashboard is ideal for financial printing because it enables you to manage your entire mailing process.

You can use a template for your financial marketing and communication materials or access PostGrid's free template gallery and editor. The dashboard also lets you bulk mail marketing and communication materials using a CSV file. PostGrid not only takes care of financial printing but also ensures its delivery.

You can save templates or use them later for other print operations. Our tool also lets you access all your past mailing details. 

It means you get comprehensive tracking of all your mailing operations from PostGrid's web dashboard. As a result, tracking your previous financial printing operations becomes more accessible using the dashboard.

Printing API Tools

A printing API tool is an excellent choice for fulfilling your financial printing requirements. An API solution can significantly enhance the flexibility of your print and mail operations. PostGrid's advanced print and mail API can integrate with your website and CRM solution to quickly and easily personalize your printed materials. 

You can use a template for bulk printing and mailing your financial documents, including the following.

  • Collection letters
  • Invoices
  • Financial notices
  • Bank statements and checks

Our print and mail API obtains the data for personalization directly from your CRM solution. It ensures error-free personalization for your marketing and communication materials. Hence, your bulk financial printing operations become significantly easier.

PostGrid also provides comprehensive API documentation that covers every endpoint using OpenAPI. It allows you to access your favorite tools or languages using the API. Moreover, PostGrid gives you access to a fully scalable financial printing tool. It can efficiently grow with your business and handle millions of personalized mailers every day.

Why Use PostGrid's Print And Mail Tool For Your Financial Printing Operations?

Ensuring a safe and secure financial printing process for your business can be challenging. You may come across various roadblocks, and the most effective way to bypass these challenges is with the help of advanced automation.

PostGrid offers one of the best automation tools for an effective financial printing process. It comes with several advanced features and capabilities that are ideal for the printing needs of financial organizations.

Here are some of the features and capabilities of PostGrid that can help you create a secure financial printing system for your business.

Security And Encryption For Financial Printing

The rules and regulations for financial printing are pretty straightforward, and all of them require you to secure the safety of your data. You must ensure that the third-party printing service will not misuse your sensitive information.

PostGrid offers enterprise-grade security for your financial printing requirements. Our print and mail API comes with multi-layer security that ensures data privacy. PostGrid also provides end-to-end encryption. As a result, PostGrid can securely store your customer data and ensure its confidentiality at all times.

Regulatory Compliances

The best way to ensure the security of your data is to check the security compliances of the printing service. Regulatory compliances such as HIPAA may not be specifically for financial printing but involve standard security measures for handling sensitive data. It means the printing service securely holds its printing operations and safely keeps your customer data as per legal regulations.

PostGrid's print and mail API comply with advanced regulatory frameworks, including HIPAA, SOC 2, PIPEDA, and GDPR. We follow strict security standards when dealing with customer data and ensure its safety. Besides, PostGrid's financial printing service provides safe and easy hosting through Amazon web services.

Time-Sensitive Communication

Financial documents are often time-sensitive and operate depending on specific deadlines. Most communication in a financial institution revolves around some form of payment. All monetary transactions have one thing in common – the due date. Hence, financial printing services must have the ability to complete communication within a minimum time.

Automating is the best way to ensure that your printed financial correspondence is always on time. PostGrid's advanced tool has a fully automated system that lets you create and mail your financial documents with zero delays or errors. As a result, you can ensure that your financial printing is always on time.

With PostGrid's print and mail API, you can also access a scheduled mail feature. The advanced feature from PostGrid allows you to schedule when to print and mail correspondence. It is a nifty financial printing feature you can use to organize the mailing of your invoices and other time-sensitive documents via automation.

Risk Assessments And Audits

All financial printing solutions should have risk assessments and regular audits to ensure your customer data is safe and secure. PostGrid print and mail solution provides timely risk assessment to identify vulnerabilities and optimize the management of your financial correspondence needs.

Additionally, we use third-party agencies to regularly audit our print and mail tool and its financial printing capabilities. PostGrid uses these agencies to assess its cybersecurity and infrastructure regularly. It helps us to optimize your financial communications and ensure data security.

Personalized Transactional Mail

The most significant advantage of using a fully-automated system for financial printing is quick and easy personalization. PostGrid lets you personalize various aspects of your printed materials, including content, format, and style.

Our advanced automation capabilities allow you to produce various printed materials for your financial organization. You can use our automated tool to send everything from invoices to bank checks with zero human involvement in financial printing.

That's not all. PostGrid also gives you access to its free template gallery and editor. The template editor allows you to upload your designs and customize them easily using our HTML template editor. It makes your financial printing process significantly more flexible. 

Use Automation To Optimize The Efficiency Of Your Financial Printing Operations

Financial institutions, including banks, are always looking to optimize their financial printing operations. Several customers still prefer to receive their financial communications on paper and via mail. It lets customers keep a clear paper trail of their financial transactions and correspondences.

However, financial printing has numerous regulations due to the nature of the information it exchanges. Financial organizations often need the help of a third-party printer with relevant security compliances for printing their time-sensitive documents. And the best way to save time on your printing and mailing financial documents is through automation.

PostGrid's print and mail API comes with advanced automation capabilities. It can integrate seamlessly with your website and CRM solution. Our automated solution ensures quick and easy personalization for your financial printing operations. It even lets you directly send the printed materials to your target audience.

As a result, PostGrid saves you valuable time and speeds up your mail correspondence. Additionally, you can use PostGrid's advanced features like scheduled mail to ensure the timely delivery of periodic financial reports and other documents. It provides a more efficient financial printing operation for your business and saves you time and money.

Do you want to save time and money on your financial printing operations using PostGrid print and mail API? Sign up today on PostGrid!

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