ADS | Accountable Docs | Certified Mail | Case Study: Self-Storage Facility Management

Self-Storage Facility Management

Overview

The ADS docutrail™ program is a unique web based document management system designed to allow Self-Service Storage facilities to efficiently and effectively manage the delivery of Certified Mail.

Today in forty-eight of fifty states, Certified Mail is required to administer Self-Service Storage Facility lien laws. The ADS docutrail™ program enables the local facility or corporate office a new an innovative method of managing this process.

The system allows the preparation of Certified Mail with Electronic Return Receipt from any web-enabled computer. Labels are printed on plain paper printers, inserted with the documents in the ADS docupak green™ envelope, and deposited directly into the mail. There is no requirement for delivery to the post office. This eliminates the need of standing in line at a post office to obtain the red stamp on the Proof of Mailing for Certified Mail.

The docutrail system delivers the Electronic Return Receipt directly to the system eliminating the need to wait for the green card to be received. This expedites the entire lien process.

Highlights of Docutrail™

Compliant with all state statues requiring Certified Mail
Electronic Return Receipt (Proof of Service)
Compliant with section 26 US Code (IRS)
USPS Signature Confirmation may be used in lieu of Certified Mail to fulfill non-statutory requirements for proof of service.
Practice & Procedure module
Seven year retention of all records
First enterprise web based application using digital postage.
First enterprise web based application with Certified Mail
Allows utilization of USPS First Class Parcel for document delivery.
Potential reduction in document delivery expense.

Features of Docutrail™

Web-top application. Does not require resident software on the user’s pc or the enterprise system.
Multi-carrier delivery label creation.
Business Practice and Procedures module that drives compliance to predetermined methods of delivery by document type. The document type can be specific to a desktop, department, location, etc.
Retention of all confirmation of deliveries for all carriers for seven years, (including signatures if provided by the carrier).
Electronic Return Receipt (Proof of Service)
Instant retrieval from any user’s desktop by Name, Company, Location, Zip, and Time Period. The discreet carrier’s number is not required.
docupak green™ is a patent pending container that allows the enterprise to fully utilize the USPS Certified Mail Electronic Receipt services.
docupak blue™ is a patent pending container that allows the enterprise to fully utilize the USPS First Class Parcel Delivery Confirmation Services.
docupak™ pouch allows utilization of all USPS Priority containers.
Delivers USPS Digital postage to each user web-top. This is a first in the industry for this type of application.
Provides a full array of management reports.
High Level Security
- 128 SSL Veri-Sign Pro Encryption
- Each Client uses a separate application on the server.

Benefits of Docutrail™

Eliminates the manual/semi-automated preparation of Certified Mail.
Direct mailing- does not require waiting at the post office to mail.
Provides immediate retrieval of all confirmation of deliveries originated from the Docutrail™ system.
Accounts for each document label generated and its associated expense by user within department, division, location etc.
Enterprise based- Can be used by all locations and branches with full access and accountability.
Seven-year record retention at no additional cost to the user.
Ease of cost accounting and reconciliation of all document deliveries, including Private Delivery Service invoices.
Minimum cost of implementation – Does not require the purchase of software or intensive use of IT resources.
Separate application for each client for enhanced security and reduced potential of data corruption.
docupak™ envelopes and pouches are provided
Can be integrated into existing or future Enterprise Content Management applications.

Please visit the ADS Docutrail™ website at: http://www.accountabledocs.com to view a fully operational demonstration of the Docutrail system. By clicking the View Document icon and using a * (wildcard search) you will be able to see the delivery information.

Document Creation Screen