Credit Union Outsourcing FAQ

Commonly Asked Questions About Outsourcing Print and Mail for Credit Unions

What are the benefits of outsourcing print and mail services for credit unions?

The benefits include:

  • Significant reduction in postage, production, and delivery costs
  • Access to superior data security and handling capabilities
  • Compliance with regulatory document-production practices
  • Leverage of advanced electronic statement presentment and payment technologies
  • Mobile optimization for multichannel member communication
  • Ability to focus on core competencies while experts handle document processing

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How can outsourcing print and mail help credit unions save money?

We provide credit unions significant cost savings for credit unions through various methods:

  • Presort discounts to reduce postage costs
  • High volume paper and envelope discounts are leveraged to lower material costs
  • FSSI utilizes every USPS special program available to save clients on postage costs
  • Overall production costs are reduced through bulk paper and envelope discounts and other production efficiencies

By taking advantage of these cost-saving measures, FSSI can significantly reduce postage, production, and delivery costs for credit unions compared to in-house operations. 

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What postage optimization techniques do you use to minimize mailing costs?

We employ various postage optimization techniques to reduce mailing costs, including:

  • Presorting: Sorting mail by ZIP code and carrier route to qualify for discounted postage rates.
  • Co-mingling: Combining mail from multiple clients to achieve higher mail volumes and qualify for bulk mail discounts.
  • Intelligent Mail Barcodes (IMb): Utilizing IMb technology to track mail pieces and optimize delivery routes.
  • Negotiated rates: Leveraging our relationships with USPS and other carriers to secure competitive postage rates.

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How does outsourcing print and mail improve member communication?

Outsourcing improves member communication through:

  • Full-color digital inkjet printing for high-quality documents
  • Personalized, targeted messages and imagery
  • Multichannel communication options (print, email, SMS)
  • Document redesign services to enhance readability and effectiveness

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What level of customer support do you provide?

At FSSI, we pride ourselves on providing exceptional customer support. Each client is assigned a dedicated Client Services account representative (AR) who serves as your primary point of contact throughout the entire statement processing and mailing journey. Your AR is readily available to answer questions, address concerns, and provide personalized assistance.

We offer a comprehensive support system that includes:

  • Client Services Team: You’ll have access to your primary Client Services Account Representative, a back-up Account Representative and a Client Services Manager, who all work together and stay up to date with your requirements.
  • 24/7 Online Support Portal: Access to a user-friendly portal where you can track job progress, view real-time reports, and submit requests or inquiries.
  • Technical Support: A team of technical experts available to troubleshoot any issues or questions related to data integration, development, job progression and more.  
  • Proactive Communication: Regular updates and notifications regarding your projects, ensuring transparency and keeping you informed.

Our goal is to build long-lasting relationships with our clients based on trust, responsiveness, and exceptional service. We are committed to providing the support you need to ensure a seamless and successful statement processing experience.

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What file formats do you accept for statement data?

FSSI is equipped to handle a wide variety of file formats, including but not limited to:

  • CSV (Comma-Separated Values)
  • XML (Extensible Markup Language)
  • TXT (Plain Text)
  • PDF (Portable Document Format)
  • AFP (Advanced Function Presentation)
  • PCL (Printer Command Language)
  • Mainframe files
  • Medicode
  • Postscript


If you use a format not listed here, please contact us to discuss compatibility.

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What types of documents can be outsourced for credit unions?

FSSI can produce a wide range of documents for credit unions, including:

  • Monthly statements (deposit, draft, savings, combined)
  • Credit card statements
  • Auto loan, line of credit, and mortgage statements
  • Newsletters
  • Regulatory notices and compliance letters
  • Marketing materials and direct mail
  • Annual tax forms
  • Privacy mailings
  • Loan offer letters and documentation
  • Welcome letters or packages
  • Overdraft, NSF notices

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How does FSSI handle data security and confidentiality?

We prioritize data security and confidentiality at every stage. Our measures include:

  1. Secure file transfer protocols for data transmission.
  2. Encryption of data at rest and in transit.
  3. Strict access controls limit data access to authorized personnel only. Regular security audits and vulnerability assessments to identify and address potential risks.
  4. Compliance with industry standards such as SSAE 18 SOC 2.

What data retention and archiving policies do you have in place?

Data Retention Policy
We adhere to strict data retention practices designed to comply with regulatory requirements and industry standards. Input data (e.g., raw transaction details) is typically retained for 30 days to support operational needs and troubleshooting. Retention periods may vary slightly depending on specific regulatory obligations, but this timeframe ensures we balance accessibility with responsible data management.

Archiving Policy
Archived data consists of formatted statements (PDF or HTML) generated for long-term storage and retrieval. These records are securely stored based on your credit union’s business rules, with retention periods ranging from 1, 2, or 7 years to perpetuity, as required. Archived statements remain accessible for compliance, audit, or customer service purposes, and are protected using enterprise-grade security measures.

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Do you offer data mapping and transformation services to ensure compatibility?

Yes, we understand that each credit union’s data structure is unique. Our experienced team can work with you to map and transform your data to ensure seamless integration with our systems. We have expertise in handling various data formats and can accommodate your specific requirements.

How do you integrate with our existing core banking or data processing system?

We offer flexible integration options to connect with your core banking or data processing system. This can be achieved through secure file transfers (SFTP), APIs (Application Programming Interfaces), or other methods that align with your existing infrastructure. Our goal is to make the integration process as smooth and efficient as possible. FSSI also integrates with leading credit union data processing platforms. FSSI has experience integrating with all leading credit union data providers and platforms, including Jack Henry & Associates’ Symitar system.

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What are your processes for data validation and error checking?

We have rigorous processes in place to ensure data accuracy throughout the statement production process. These include:

  • Initial data validation to check for completeness and formatting errors.
  • Data cleansing to correct or remove any inaccurate data.
  • Automated error checks to identify inconsistencies or anomalies.
  • Manual review by experienced staff to catch any potential issues missed by automated checks.
  • Client approval of sample statements before full production to ensure data accuracy.

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What types of inserts and enclosures can be included with statements?

We can include a wide variety of inserts and enclosures, such as:

  • Marketing materials (promotional offers, product brochures)
  • Regulatory notices or disclosures
  • Loan applications or payment coupons
  • Surveys or feedback forms
  • Personalized letters or communication inserts

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What eStatement platforms or software do you offer?

FSSI’s proprietary eStatement platform, eStreamOne, provides a user-friendly way for members to access their documents utilizing a highly customized electronic presentment solution. From standard ePresentment services to the most robust and advanced, FSSI offers integration options and functionality to fit any resource and budget.

  • Gain full control over ePresentment and functionality
  • Provide easy access to stored print and electronic documents
  • Meet business requirements with a fully customized user interface
  • Send real-time alerts via preferred notification method
  • Receive fewer member service inquiries

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Can members easily access and view eStatements online or through mobile devices?

Absolutely! FSSI’s eStatement solution prioritizes ease of access for members. We ensure that eStatements are readily available through online portals or mobile applications, with intuitive interfaces and following responsive design best practices. Members can securely access and view their statements anytime, anywhere, on any device.

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What options are available for notifying members about new eStatements?

FSSI offers a variety of notification options to inform members about new eStatements. These include:

  • Email notifications: Automatic email alerts are sent to members when their new eStatement is available.
  • Text message alerts: Members can opt to receive text notifications on their mobile devices.
  • Push notifications: For members who use mobile banking apps, push notifications can be sent directly to their devices.
  • Online banking integration: Members can view eStatement availability and access them directly through their online banking account.

Our goal is to provide credit unions with flexible notification options that cater to the preferences of their members, ensuring timely and convenient delivery of eStatements.

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How can outsourcing help credit unions with eStatement adoption?

FSSI offers comprehensive eStatement services, including:

  • API, single sign-on, and fully-hosted online portals
  • Electronic notifications and payment integrations
  • Client-facing online reporting dashboard
  • Optimization of eStatement layout, design, and readability

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How do you ensure the security and privacy of eStatements?

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Do you offer printing options like full-color, MICR encoding, or specialized paper stock?

Yes, we offer a range of printing options to meet your specific needs, including:

  • Full-color printing: High-quality, eye-catching statements that enhance member engagement.
  • MICR encoding: Magnetic ink character recognition for check processing and payment automation.

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What marketing capabilities do print and mail outsourcing services offer?

FSSI offers integrated marketing solutions, including:

  • Statement messaging for customized on-page communications
  • Cross-media communications for multichannel marketing campaigns
  • Personalized URLs (PURLs) and QR codes
  • Variable data printing for personalized direct mail marketing materials

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How does variable data printing work for credit union communications?

Variable data printing (VDP) revolutionizes credit union communications by allowing for the customization of each printed piece with member-specific information. This means that beyond just inserting a member’s name, VDP can dynamically adjust the entire content, layout, and even imagery based on individual member data.

Here’s how VDP benefits credit union communications:

  • Hyper-Personalization: Statements, letters, and other mailings can be tailored to each member’s unique financial situation, preferences, and behaviors.
  • Targeted Offers: VDP enables credit unions to present specific product recommendations or promotions based on a member’s needs and interests.
  • Increased Relevance: Members receive communications that resonate with them, leading to higher engagement and response rates.
  • Enhanced Member Experience: Tailored messaging demonstrates that the credit union values and understands each member as an individual.
  • Cost-Effective Marketing: VDP allows for more effective marketing campaigns without the need for multiple print runs, saving resources and reducing waste.

By leveraging VDP, credit unions can transform generic communications into powerful tools that foster stronger member relationships and drive business growth.

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How do you track and manage undeliverable mail?

We offer comprehensive return mail services to handle undeliverable mail. This includes:

  • Address correction: Updating addresses in your database based on forwarding information.
  • Return mail processing: Sorting and analyzing returned mail to determine the reason for non-delivery.
  • Reporting: Providing detailed reports on undeliverable mail, including reasons for return and recommended actions.
  • Compliance: Ensuring compliance with USPS regulations regarding address changes and move updates.

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How do outsourcing companies ensure accuracy in statement printing?

Ensuring the accuracy of member statements is a top priority for FSSI. We employ a multi-faceted approach that combines technology, rigorous quality control processes, and experienced staff to deliver error-free statements every time.

Here’s how FSSI guarantees financial document accuracy:

  • Advanced Technology: We utilize cutting-edge inline camera technology to verify the integrity of each unique piece, ensuring that the right documents are inserted into the correct envelopes.
  • Data Validation: Before printing, we perform comprehensive data validation checks to catch any discrepancies or errors in the information.
  • Proofreading and Review: Our experienced staff carefully proofread and review statement proofs to ensure accuracy in form, calculations, and co
  • Quality Control Checkpoints: We have multiple quality control checkpoints throughout the production process to catch any potential issues before statements are mailed.
  • Post-Production Audits: We conduct random audits of printed statements to verify accuracy and consistency.
  • Client Collaboration: We work closely with our clients to establish and maintain clear communication channels for addressing any questions or concerns regarding accuracy.

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What print and mail technology does FSSI use in print and mail outsourcing services for credit unions?

FSSI uses various technologies, including:

  • Full-color digital inkjet printing
  • Inline check image printing
  • Variable data printing technology

FSSI’s proprietary print and mail technology:

  • WorkStreamOne, FSSI’s online workflow and job approval dashboard, helps you monitor job status and dive into production analytics with real-time reporting. Gain full transparency across all production stages with comprehensive metrics for greater accountability and control.
  • LetterStreamOne, FSSI’s letter management system lets you easily consolidate and manage multiple letter types with an online letter template tool. Access, update, proof and approve a template the same day, on your own and with no technical expertise required. Send your template directly into the mailstream or have it electronically delivered.
  • eStreamOne, FSSI’s electronic statement and eDelivery platform is a scalable electronic bill presentment and payment solution that includes feature-rich elements that make accessing statements, invoices and important documents a seamless online experience. With a flexible infrastructure, you have full control over the presentation and functionality of your integration, with options to meet every electronic delivery need.
  • MessageStreamOne, is FSSI’s message management platform that lets you manage the text and graphics within electronic and printed documents based on pre-defined variable data. Set rules, make edits and preview sample documents via a user-friendly portal. Target your audiences with strategic on-page messaging that delivers impactful results.
  • DataStreamOne, FSSI’s customizable data formatting platform helps you improve the design, readability and response of transactional documents with secure customizable data formatting. From any data stream, FSSI maps the data and adds design elements to compose precise, visually appealing printed and electronic customer documents.

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Are you new to outsourcing or looking for a new provider? Take advantage of FSSI’s pioneering leadership and 40+ years of credit union statement processing experience. Call 714-436-3300 today for no-obligation document production or data conversion consultation, or contact a credit union specialist with your specific questions.

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