If your business uses postage machines, you might be aware of the 2024 decertification of IBI machines. At the end of the year, all IBI machines need to be fully fazed out of use.
Many business owners have questions about this transition and what it means for them. To help simplify the process, here are some answers to common questions about what IMI is, why the change is happening and action steps for switching over.
Why is the USPS Decertifying Mail Machines?
You may wonder why the USPS is changing standards for mail machines. A few reasons for this update according to the USPS are:
1. Increased cybersecurity protections
IBI machines are outdated in terms of cybersecurity, and the rise in endpoint attacks created a need for more inherently secure machines. IMI devices will come with more software protections from cyber attacks.
2. Enhanced real-time accuracy and precision in the mail process
Older machines are at risk for using incorrect postage rates and mail classes since they are only designed to update every 90 days. Newer IMI meters will update every 72 hours, offering more accurate postage rates. This will also make them easier for the USPS to manage with increased automation.
3. Reducing Costs
When machines aren’t updated regularly or assign inaccurate mail classes, users could be overcharged for postage. With enhanced accuracy, IMI mail machines can ensure you’re not overpaying or underpaying for postage, saving you money over time.
How Will the New Standards Increase Accuracy in Mailing and Shipping?
IMI machines will have more features and real-time transaction data to help businesses and the USPS manage postage and enhance tracking. One key element to the postage process is the use of the Intelligent Mail Barcode (IMb) typically found on shipping labels.
The IMb consists of a 20-digit tracking number and 11-digit routing code when required, creating a 31-digit number. This allows the USPS to accurately sort and track mail. With IMI machines, you’ll be able to track down this data easily, and this can help you:
· Get refunds if you’re overcharged for postage
· Pay the remainder of erroneously underpaid postage
· Validate postage payments
· Ensure efficient and deliverable mailing
There is also a new feature in IMI-compliant machines allowing you to select the correct mailing class for each piece of mail to make sure you’re paying for postage correctly.
To learn more about how stamped vs metered mail works, read our article about it here.
Is My Postage Equipment IMI Compliant? What Happens If It Isn’t?
It’s fairly easy to tell if your postage meter is IMI compliant, as you can search the model of your device and most will specify whether they are classified as “Information Based Indicia” (IBI) or IMI-PC (Intelligent Mail Indicia – Performance Criteria).
If you are unsure whether your machine is compliant, contact your managed print provider or postage machine leasing company to find out.
What Are My Options for Mail Machine Manufacturers?
If you have an outdated IBI postage meter, there is some good news. All major postage meter lease companies offer IMI-compliant office postage meters. There are several manufacturers offering postage meters for small businesses, but the two major ones are Pitney Bowes and FP.
To see a comparison of FP vs Pitney Bowes and some postage meter reviews, check out our article: FP Mailing Solutions vs Pitney Bowes Postage Meters
What is the USPS Timeline for Transition?
The decertification date for all IBI business postage machines is June 30th, 2024. This doesn't necessarily mean all IBI postal meter machines will be useless at that date, but they must be fully phased out of use by December 2024.
To learn more about how to prepare, read our blog: New USPS Postage Meter Regulations in 2024: How to Prepare
How to Find a New Postage Machine Ahead of the Deadline
If the USPS timing seems like a tight deadline for leasing a postage meter machine, you're not out of luck. Partnering with a managed print service is a great solution, as they will have all the information and experience needed to find you the right machine.
When you speak to a managed print expert, they will ask you for details such as:
- Your business's typical mailing volume
- The typical sizes and types mail pieces, as some scales are heavier duty than others
- Features you need in order to achieve a cost-effective mailing system
- Your current postage meter costs
With this information, a print provider can quickly help you develop a game plan ahead of the deadline to compare postage meters and find the right one.
If you're looking for a print provider with experience in finding the best postage meters for small businesses, click the button below to contact one of our experts.
