1. Caging and Data Capture
Direct Marketing Association of Washington
DM101
Caging and Data Capture
Presented By:
Robb Wanner
Director of Marketing
Direct Mail Processors

2. Presentation Goal
To provide the attendee with an understanding of the caging, lockbox, imaging, data capture and donor appreciation process.

3. Caging and Data Capture
The short overview of this service includes receiving donor mail, processing the donations, facilitating the depositing of all contributions to the organization’s bank account, capturing all of the data information, providing mailing results and helping to strengthen donor relationships.

4. Caging and Data Capture
Post Office Box
Setting up the return address for the donor responses.
Location Decision (Testing)
Set-Up Process and Artwork
Type of Mail (Business Reply Account)
Fees (Your PO Box)
Seeding for Delivery
Post Office Accounts Management

5. Account Set-Up Procedure Manual - Business Rules
An instruction guide on how to handle your responses.
Post Office Box
Banking Instructions
Batching Instructions
Processing Instructions
Database Instructions/Rules
Data Capture and Formats

6. Caging and Data Capture
Receipt and Sortation Process
How the responses are received, sorted and counted.
Covered Mail Trays or Packages
Timing Based on Location
Maintaining the Integrity of the Mail
Special Instruction
Fine Sorting
Opening/Counting

7. Caging and Data Capture
The processing of the contents of the responses including handling of checks, cash and credit cards.
Business Rules
Batch Instruction
Separation by Payment/Response Type
Rejects/Exceptions
Comment Mail
Flag Code Assignment

8. Caging and Data Capture
Specialized Caging
Focus on high touch items.
Matching Contributions
Memorials/Tributes
Sustainer Program
High Dollar Donations
Exception Mail Processing
Donor Requests

9. Caging and Data Capture
Credit Card Processing
Why these transactions must be processed separately.
Merchant Account
PCI DSS Compliance
Credit Card Processor
Separate Process
Sustainer Processing
Security

10. Caging and Data Capture
Depositing and Banking
The procedures followed for preparing deposits and making sure all money is deposited to your account.
Preparation of Deposits
Audit
Deposit Logs and Reports
Cash and Checks
Image Cash Letter
Separate Bank Accounts

11. Caging and Data Capture
This process provides crucial information for the continued success of all future mailings as well as building strong donor relationships.
Scanning and Scan-Lines
Digital Imaging of Documents (100%)
Image Retrieval
Manual Data Entry/On-line
Data Transmission
Reporting and Analysis

12. Caging and Data Capture
Security
The secure processing of donations is of
paramount concern to all organizations.
Background Checks
Security Cards
Surveillance Cameras
Vaults
Cash Seeding Process
Security Audits

13. Donor Appreciation Acknowledgement/Thank You Strategic Message
Strengthening the relationship between the non-profit and the donor through a continuing “thank you” program.
Strategic Message
Package Format (letter only/return device/receipt)
Window, Closed Face, Stamp
High Donors (a call followed by handwritten)
Timing
Premium

14. Direct Marketing Association of Washington
DM101
Thank You!
Speaker Contact Information:
Robb Wanner
Direct Mail Processors, Inc.
Direct: