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ICA BACIllUS COUNTY J <br /> <br />December 9, 1997 <br /> <br />To: Frank Clifton <br /> <br />From: Blair Bennett <br /> <br />Subject: Outsourcing of printing of tax bills <br /> <br />A committee comprised of Linda Morgan, Donna Deal, Terry Rowland and Blair Bennett <br />has been investigating for several months the possibility of outsourcing the printing of tax <br />notices. <br /> <br />Currently once the file is released by the tax assessor's office our MIS department <br />processes the file tape and prints the tax notices. After printing the notices, they are taken <br />to the tax collectors office for sorting by zip code and to retrieve tax bills that are to the <br />same business or individual and grouped together for mailing. Following that, the tax <br />notices are delivered to the post office for mailing. <br /> <br />Outsourcing is similar but has some advantages that I will discuss. Once the file is <br />released by the tax assessors office, MIS would process the tape file to the vendor. The <br />vendor would then process this file to a service center that checks for any changes of <br />address that the US Post Office has on file. This step is very important since any new <br />addresses discovered would be changed before mailing the notices. We would also make <br />those changes in our offices to update tax records. Once the file is then returned to the <br />vendor, tax notices are printed, then sorted according to zip code. By using an <br />outsourcing vendor the zip code software now required by the US Post Office, would <br />save the County a substantial amount of postage. We currently pay approximately 29.5¢ <br />for each item mailed. By using the zip coding software provided by the outsourcing <br />vendor each item mailed would cost approximately 24¢. Based on our annual volume of <br />approximately 202,000 tax notices the savings on postage costs could reach $11,I 10. <br />There is additional cost for the outsourcing of the printing but the postage savings should <br />offset much of this expense. We are set to begin this process in January. We wanted to <br />inform the Commissioners of this new process. Should you have any questions about this <br />process I will be available at the Board of Commissioners meeting. <br /> <br /> Finance Department <br /> <br />P.O. Box 707 · Concord, NC 28026-0707 · (704) 788-8-104 <br /> <br /> <br />