Data in. Evidence out.
Every notification follows the same audited path — whether it's 500 records or 250,000. Here is exactly what happens, who does what, and how fast.
Engage
Open a matter by phone or through the intake form: matter name, estimated record count, jurisdictions, and deadline.
Acknowledge, assign a matter number, and provision secure intake. Firms with a standing MSA/BAA skip straight to secure intake.
Secure intake
Upload the recipient file through the encrypted portal or SFTP, and provide the counsel-approved letter language and any variable content.
Receive data under SOC 2 controls — encrypted in transit and at rest, access logged, scoped to the matter.
Address hygiene
Review the exception report and approve, supplement, or suppress flagged records.
Run CASS/NCOA processing, de-duplication, deceased suppression, and foreign-address split-out. Return a clear exception report.
Compose & proof
Review composed samples and give written proof approval — the point at which production is authorized.
Compose the notice in-house, including multi-population versions (for example, SSN-exposed vs. non-SSN), at a 6th–8th grade reading level, and deliver proofs.
Print & insert
Nothing required — production runs against the approved proof.
Print, insert, and prepare mail across two facilities with camera-verified inserting for piece integrity.
Choose the mailing class up front: First-Class, Certified, or Certified with Electronic Return Receipt.
Deposit with USPS and capture acceptance documentation at the point of mailing.
Evidence & return mail
Download the evidence package. Approve any re-mail of corrected addresses.
Deliver the affidavit of mailing, manifest, and USPS acceptance records. Log returned pieces, re-lookup via NCOA, and report — over a 60–90 day window.
See the evidence package
A sample affidavit of mailing and manifest — the documentation your regulators and litigation will ask for. This is what closes every matter.
Before you send the first file
Who writes the notification letter?
Counsel does. We compose, format, and produce the letter from the language you approve. We provide production and mailing services only and do not provide legal advice or opine on the legal sufficiency of the content.
What is the minimum matter size?
There is no hard floor, though very small matters are governed by a matter minimum since setup effort is similar regardless of count. We regularly handle matters from a few hundred to 250,000+ records.
How do you handle multiple affected populations?
In-house composition produces distinct letter versions per population — for example, individuals whose Social Security numbers were involved versus those whose were not — from a single data file with the appropriate field mapping.
What about foreign or undeliverable addresses?
Foreign addresses are split out and quoted separately. Undeliverable-as-addressed records surface in the exception report before production, so nothing is mailed blind.
What happens to returned mail?
Returned pieces are received, scanned, and logged. Where a valid updated address is found via NCOA re-lookup, we can re-mail on your approval. A final undeliverable report closes the matter.
How do we start faster next time?
Put a standing MSA and BAA in place before an incident. When the next matter opens, you skip engagement paperwork and go straight to secure intake — critical when the clock is already running.