Businesses operating in the healthcare, financial, insurance, legal, auto, or construction industries CaseMail provides a cost effective risk management solution for staying compliant with industry specific laws and regulations such as HIPAA, Sarbanes-Oxley Act, Gramm–Leach–Bliley Act, State Insurance Regulations, Mechanics Liens, and the Federal Rules of Civil Procedure. CaseMail’s postal mail management platform provides the verifiable proof of mailing, delivery, privacy and record keeping required to avoid hefty penalties and fines for non-compliance.

Sarbanes-Oxley Act

Under SOX, all postage and mailing expenses at publicly-traded companies must be accurately tracked. Senior management can be held criminally and civilly liable for damages stemming from non-compliance with these tracking and reporting requirements. SOX is having a direct impact on private companies considering whether to go public or sell.

Gramm–Leach–Bliley Act

For organizations in the financial sector, GLBA requires strict standards to be followed in the preparation, delivery and tracking of customer privacy notices and financial statements. Non-compliance with GLBA can result in a $10,000 fine for each instance and mandatory audits by the Federal Trade Commission for seven years.


For organizations that handle health records, HIPAA requires strict standards for record handling, allowing only authorized employees to view patient information. Non-compliance with HIPAA carries some of the stiffest penalties, with fines ranging from $25,000 up to $1.25 million depending on the severity and frequency of the offence.

State Insurance Regulations

These are another major source of mail compliance requirements, forcing insurers to maintain proof that important customer notices have been mailed. In the absence of proof-of-mailing documentation, organizations face the possibility of automatically losing any challenges for denied or contested claims.

Federal Rules of Civil Procedure

These rules govern the procedure in all civil actions and proceedings in the United States district courts, except as stated in Rule 81. Legal professionals that do not follow these strict guidelines as it pertains to executing and recording Proof of Service can have their cases thrown out.

Organizations are responsible for maintaining mail compliance whether mail is prepared in-house or outsourced to a mailing provider.

CaseMail helps to provide mail compliance by providing:

  • Proper tracking and visibility into in the mail stream
  • Quality assurance, documented standards and consistency
  • Postage and shipping expenses are accurately tracked and recorded

For any organization getting serious about mail compliance – and avoiding stiff penalties – CaseMail can help provide the tracking and reporting tools to help achieve compliance.

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