Pilot project delivers $170,000 result

A partnership between two state agencies has saved more than $170,000 in postage costs through an electronic tracking system that provides an alternative to a paper-based process.

The new system also results in thousands of hours of employee time savings.

Each year, the Department of Labor and Industries (L&I) sends tens of thousands of certified mail items. In 2011, the agency sent 91,700 items through the U.S. postal system, according to Doug Rohr, the L&I Mail Services manager.

In August 2009, the L&I Contractor Registration program launched a pilot project with Consolidated Mail Services to use an electronic return receipt to track certified mail. The agency is required by statute to use certified mail to establish proof of service.

The electronic system is an alternative to the traditional green return receipt card a mail recipient signs. It records signatures and delivery addresses electronically and allows the customer to track and receive signature and delivery information online.

Since the pilot was launched, Rohr said L&I saved more than $170,000 in postage alone.

The paper-based receipt process costs $2.35 per each piece of mail. The electronic system costs $1.15 – better than a 50 percent reduction.

"Time saving is another efficiency," Rohr said. "We estimate three minutes per piece is saved as a result of expedited data storage and retrieval. Empowering staff with access to current technology has saved about 6,267 hours."

Enterprise Service is expanding the electronic tracking service to other agencies including the Departments of Transportation, Revenue, the Insurance Commissioner and the Liquor Control Board.

"More and more we are using tools like email and websites to communicate with our customers, but there are still some communications that agencies are required to track using certified mail," said Jubel Abear, manager of presort mail at Consolidated Mail Services. "The process is quick, easy and can save agencies quite a bit of time and money."

Visit the ERR webpage for instructions and more information.

Frequently asked questions about ERR

What is Return Receipt?
Return Receipt is a service that provides the sender with proof of delivery by recording the recipient’s signature and actual delivery address.

What is ERR?
ERR is an official United States Postal Service® document designed to be equivalent to the hardcopy Return Receipt that has been in use for many years. It records signatures and delivery addresses electronically and allows the customer to track and receive signature and delivery information online.

How much does ERR save?
Return Receipt with green card (PS form 3811) $2.35
Electronic Return Receipt $1.15
Per piece savings by using ERR $1.20

Does ERR meet my mailing requirements?
In April of 2009, the Legislature passed House Bill 1426 allowing the use of ERR when a Return Receipt is authorized or required. View House Bill 1426 in its entirety.