What Does the Variable Data Printing Process Look Like?

A man sitting on the couch opening a letter, representing the variable data printing process that allows customer documents to be printed and delivered.

How does the variable data printing process work?

If you’re an organization that frequently mails sensitive customer documents, you may want to dive deeper into just how these documents are developed.

Thankfully, we’ve provided an in-depth breakdown.

Read on to dive deep into VDP workflows, from file transfer to final document delivery.

What Is The Variable Data Printing Process?

The variable data printing process is the structured production workflow that transforms a static document template and a dynamic data file into fully personalized, print-ready output. This process is what allows for high volumes of customer-facing documents to be created.

The term “variable data printing” refers to technology that allows specific elements within a document to change from one record to the next without stopping or slowing the press. Names, addresses, account details, charts, disclosures, messaging blocks, or even entire pages can vary per recipient.

What Steps Go into VDP?

In a production environment, the variable data printing process includes these 7 steps:

Secure file intake.
Data preparation and cleanup.
Document composition.
Quality assurance and proofing.
Print production.
Mail preparation and USPS entry.
Tracking and reporting.

We’ll break down each of these steps individually later in the blog.

What Are The Differences Between The Variable Data Printing Process And Other Printing Workflows?

In traditional offset printing workflows, every sheet is identical. Basic digital print jobs can also run fully static files, where every sheet is identical.

The difference between the variable data printing process and other workflows is in the name: VDP creates documents with varying information.

The variable data printing process is built around precision, especially for organizations in highly regulated industries. Every printed piece must match the correct recipient record. Errors could lead to a client receiving the wrong information, or to a client seeing someone else’s sensitive data, which is potentially a compliance violation.

The success of these workflows is dependent on software systems, print-stream management tools, and physical production controls working together in sequence to produce secure and accurate output.

Ready to discover how it happens?

How Does Variable Data Printing Work? The 7-Step Variable Data Printing Process Explained

Below, the VDP process has been broken down into 7 stages, so you can more easily understand how data files are turned into consumer documents at scale.

This guide is based on the workflows of organizations partnering with an outsource provider, but those handling VDP in-house can also benefit from this in-depth breakdown.

Step 1: Secure File Intake

The variable data printing process begins with secure file intake, which refers to the controlled transfer of data from an organization to its outsource partner.

How Do Files Enter the VDP Workflow?

Production environments typically accept files through transmission methods that protect client data.

SFTP is one of those methods. SFTP, which stands for Secure File Transfer Protocol, is an encrypted file transfer method that allows organizations to securely transmit data between systems over a protected connection.

Another data protection safeguard is the end-to-end encryption of files, in-transit and at rest.

With end-to-end encryption, files are converted into unreadable text as soon as they leave the sender’s servers, and are only decrypted once they reach the recipient. This helps prevent unauthorized users from viewing files.

What Digital Security and Access Controls Are in Place?

A secure variable data printing process also includes environmental safeguards throughout.

Multi-Factor Authentication (MFA) requires those attempting to access an account to provide at least two different forms of identification, such as typing a password and opening an app on a personal mobile phone. It provides an extra layer of security to protect transferred data from unauthorized access.

Role-based access controls are another protocol implemented within digital systems. They assign different layers of permissions to different roles, which prevents those without the right permissions from accessing certain files. For example, admins might be able to view records that editors are unable to see.

These measures provide additional layers of security to the data transfer process.

Step 2: Data Preparation and Cleanup

Once files have been securely transferred, the next stage in the variable data printing process is data preparation and cleanup.

This step ensures that the information driving personalization is accurate, standardized, and structured correctly before document composition begins.

How Does Data Standardization Work?

Standardization might include some of the following steps:

Normalizing name fields (e.g., separating first/last names).
Formatting dates and currency values.
Standardizing capitalization.
Aligning field lengths.
Ensuring consistent delimiter usage.
Confirming required fields are populated.

Standardization helps confirm that all information going into a given document is correct.

Without standardization, downstream document logic can misfire, resulting in layout errors or incorrect personalization. A customer receiving a poorly laid out document may think negatively of the mailing organization. A customer receiving another client’s data could constitute a compliance violation.

Data Cleansing and Deduplication

Data cleanup may also include:

Removing duplicate records.
Filtering suppression lists.
Flagging incomplete records.
Correcting obvious formatting anomalies.

Suppression management is an important step for regulated communications. When there are customers or former customers that should not receive communications, due to opt-outs, deceased flags, legal holds, or account status changes, those files must be removed prior to document composition.

How Do Address Validation and Postal Optimization Work During The VDP Process?

Address hygiene plays a central role in the variable data printing process, as, without it, some mail may not reach its intended destination easily.

Two key steps that production teams often perform are CASS-certified address validation and NCOA processing.

CASS stands for Coding Accuracy Support System. CASS-certified address standardization software verifies and corrects addresses, such as by fixing spelling mistakes. It also adds additional information such as Delivery Point Codes and carrier route coding, which help mail get delivered faster and more accurately.

This is why the use of CASS software is required to obtain certain discounts, such as automation rate pricing.

NCOA stands for National Change of Address. It is a database of over 160 million change-of-address records filed by individuals, families, and businesses.

Cleansing address lists against the NCOA helps prevent mail from being marked undeliverable, preventing the time and monetary costs that go into resolving these letters.

This is why the use of the NCOA or other address cleansing software is, like CASS, required to obtain certain reduced price rates from the USPS.

Step 3: Document Composition

Document composition is a core stage of the variable data printing process. This is the stage where structured data is merged into a controlled template environment and transformed into fully personalized and print-ready output.

How Are Document Templates Assembled?

Every variable document begins with a structured template. This template contains elements such as:

Static elements (such as logos, brand standards, and regulatory disclosures).
Defined variable fields, indicating where names, addresses, and account details will go.
Conditional content blocks, where certain content is placed only for certain customers. These are used if, for example, only customers in a certain state are required to receive a certain disclosure.
Page logic rules.
White space controls.
Barcode placement zones.

What Are Business Rules And How Do They Integrate into VDP Workflows?

Behind every conditional trigger in the variable data printing process are formalized business rules.

Business rules are structured instructions that indicate which content is included in each document.

Business rules are often unique to individual organizations. They might govern things such as:

Eligibility criteria (who receives which version).
The inclusion of compliance language.
Insert selection rules.
Suppression conditions.

Some examples of business rules include:

Accounts in arrears beyond 30 days must include a specific disclosure.
Customers in certain states require state-specific regulatory language.
High-value clients should receive a different insert package.
Records failing validation checks are automatically routed to an exception queue.

How Does Data Mapping Work?

During composition, prepared data fields are mapped directly onto the template, in accordance with an organization’s business rules.

Step 4: Quality Assurance and Proofing

Before any files move to press, the variable data printing process includes a structured QA and proofing stage. This phase verifies that data, logic, layout, and production controls are functioning exactly as intended.

What Automated Quality Checks Might Be Run During The Variable Data Printing Process?

Automated QA tools may include:

Record count reconciliation (intake file vs. output file).
Data-to-document matching verification.
Conditional logic validation.
Field overflow detection.
Missing data identification.
Barcode generation checks.
Inserter control file validation.

For example, if 125,000 records were received during secure file intake, the output must reflect exactly 125,000 composed documents. Any mismatch triggers an exception review.

What Manual Review And Proofing Measures Exist During the Variable Data Printing Process?

Manual proofing steps may include:

Reviewing live data samples within the template.
Confirming layout alignment.
Verifying disclosure placement.
Checking conditional version rendering.
Reviewing envelope windows and address positioning.

What Test Proofs Are Run During the Variable Data Printing Process?

Many outsource print providers complete test runs during this stage of the VDP workflow.

During these test runs, organizations can see exactly how their final documents turn out.

Many third-party providers require clients to review and approve test output before full production begins.

Step 5: Print Production

Once files have passed quality assurance, the variable data printing process moves into physical production.

What Types of Printers Are Used in VDP Workflows?

Variable documents are produced on high-speed digital presses capable of printing fully personalized content continuously, without stopping between records.

The variable data printing process can include either roll-fed or sheet-fed digital presses. Documents can be printed single-sided or double-sided, depending on client specifications.

The press must process complex print streams that include conditional content, variable charts, disclosures, and page counts, all in real time.

How Is Sequence Integrity Maintained During The Variable Data Printing Process?

A key concern during VDP workflows is ensuring that documents remain in the correct order as they move from the press to finishing equipment.

One way this can be done is via the use of 2D barcodes and mail inserters.

When documents are placed into envelopes, inserting machines scan the 2D barcode attached to each sheet. This barcode allows the equipment to detect if a document is out of order. If this occurs, production is halted, and the incident is flagged to be resolved by the quality control team.

Step 6: Mail Preparation and USPS Entry

After documents are printed, the variable data printing process moves into mail preparation and induction. This stage converts finished pieces into automation-compatible mail that meets USPS standards and potentially qualifies for optimized postage rates.

How Do Presorting And Postal Optimization Make The Variable Data Printing Process More Cost-Effective?

Organizations that want to obtain lower postage rates from the USPS can choose to presort their mail.

Presorted mail is mail that has been organized by destination before induction into the USPS network.

This process reduces the amount of handling needed at USPS facilities. Thus, the USPS incentivizes this type of mail preparation by offering lower prices.

There are three levels of presorting that organizations can qualify for:

5-digit presort, in which mailpieces are organized based on the full zip code of the destination.
ADC/AADC. This is for mailpieces that are going to the same general area of the country.
Mixed ADC/AADC. This is for groupings of mailings going to multiple ADCs or AADCs. For example, a mixed mailing might contain one group of mailpieces going to Los Angeles, and another group going to New York City.

The deeper the presort category, the greater the postage reduction. 5-digit presorted mail has the largest discount, followed by ADC/AADC and then Mixed ADC/AADC.

What Does The Intelligent Mail Barcode Do During the Variable Data Printing Process?

While on the production floor, each mailpiece receives an Intelligent Mail barcode, or an IMB, that encodes routing and tracking information.

The IMB enables automated USPS processing. This is why its use is required to obtain USPS automated pricing.

It also allows piece-level tracking. Envelopes with an IMB are scanned at compatible facilities from production floor departure to final delivery, creating a log of where each mailpiece has been.

How Does USPS Induction Work?

After preparation, mail is inducted into the USPS network by being dropped off at a facility.

Mail also may be delivered to a third-party organization for commingling. Commingling is when mailpieces from different companies are combined and inducted into the USPS as part of a large group.

Commingling allows organizations to obtain discounts that they would not otherwise qualify for. First-Class mailings that don’t independently meet the 500-piece minimum required for automation pricing can be combined using commingling in order to obtain this reduced price. Commingling can also be used used to gather a large group of pieces going to the same ADC so that organizations obtain deeper presort discounts.

Step 7: Tracking and Reporting

The final stage of the variable data printing process is mail tracking and reporting. This step provides visibility into mail movement, delivery performance, and job-level reconciliation. Even after USPS induction, most pieces can remain traceable through IMB scan data.

How Is The IMB Used to Track Mailpiece Delivery?

Each mailpiece generated during the variable data printing process contains an IMB.

Once inducted into the USPS network, that barcode is scanned at various processing points. Not every facility has the technology to scan the IMB, but those that do record tracking data from each mailpiece.

This data allows organizations to estimate in-home delivery windows and monitor overall mail performance. Because IMB assignment is tied to specific records, tracking data can be associated with individual mailpieces.

How Does Reporting Work During The Variable Data Printing Process?

Data from IMB scans can be organized and viewed by mailers.

One way an organization might accomplish this is via use of a customer portal. That portal may contain reports on scan data from each IMB, along with the ability to create reports based on date, location of the final destination, or individual mailpiece.

D4 Solutions: Your Outsource Variable Data Printing Partner

D4 Solutions is a print and mail vendor with 45 years of experience that can help you during every stage of the variable data printing process.

D4 boasts a 99.99% operational accuracy rate in terms of document quality and on-time delivery.

Our HIPAA and SOC 2 Type II audited workflows get documents developed and delivered, securely, accurately, and on-time.

Reach out now to see how we can help your organization.

What Does the Variable Data Printing Process Look Like?