You might already be aware that the United States Postal Service is updating postage meter regulations. All outdated Information Based Indicia (IBI) postage meters must be phased out of use by December 31, 2024. At this point, they will be marked as inactive by the USPS.
The USPS has made a plan for the switch to automate operations, increase security, and ensure correct mail postage is assigned to each piece of mail.
Be Prepared for Mandatory IMI Standards
So, what does this mean for you? Some machines, such as newer models from manufacturers like FP, are set to be digitally updated to comply with the changing 2024 regulations. However, if you have a machine that will not automatically update to the new Intelligent Mail Indicia (IMI) standards, you’ll need a plan to phase it out.
1. Evaluate Your Postage Meter(s)
Your first course of action is to determine whether your machine is only IBI compliant and needs to be replaced. Especially if you have multiple machines, it’s crucial to evaluate your fleet to plan for the new regulations either way.
2. Take Inventory of Affected Business Processes
Postage meters for small businesses are often essential in daily operations. If your business operations hinge on the use of postage machines, you’ll need to get a full picture of all the processes and departments that will be affected in the event of needing to replace machines. If you need to purchase new meters, make a plan to ensure your staff members are briefed and trained on how to use the new machines. This will minimize any disruption to business productivity.
3. Set A Deadline for Equipment Purchase
All machines that are not IMI-compliant will be decertified as of June 30th, 2024. You will still be able to use the remaining funds on your outdated machine until December 31, 2024, but after June you won’t be able to add more funds. It’s wise to plan ahead for this since you will be out of luck if you wait for your funds to run out instead of getting a new machine before the June cutoff.
Give yourself a timeline for researching and purchasing a new mail meter. This will give you plenty of time to find the best device that meets your needs and research the best postage meter companies. It will also prevent the headache that could result from waiting until the last minute to make a switch.
4. Find a Quality Postage Machine
The good news is that IMI-compliant machines are readily available for purchase already. For example, FP lists different IMI-compliant machines on their website that include models like:
- Postbase Mini
- Postbase Vision Semi-Auto & Auto
- Postbase Insight Semi-Auto & Auto
- Postbase pro & pro DS
5. Phase Out Old Machines Before June 2024
Even though you can still use IBI machines after June 30th, they will be considered decertified after the cutoff. It’s a better plan to fully phase out older, non-compliant machines as soon as possible. This will give your staff ample time to learn the new machines before older machines are decertified and deactivated.
How to Know What To Look For
Purchasing the correct mail meter for your small business needs can seem confusing with all of the models on the market. A managed print provider will help you determine the best machine to fit your mailing volume needs, desired features, and other unique factors. They can also help you if you’re only looking at postage meters for lease instead of purchasing a machine.
If you need to upgrade your fleet or are unsure whether your machines can be digitally updated to be compliant, click the link below to get a print assessment from a team of experts.
