In an era of digital technology; when most of our society is connected to something electronic such as a laptop, iPod, Blackberry, or a cell phone, one can’t help but consider the invaluable quality of holding something tangible in hand. Actually being able to “turn a page” that isn’t in cyberspace is a medium that tends to hold its own.

Development and Communication Solution. The Diocese of Saint Augustine in Jacksonville, Florida has produced its monthly magazine, St. Augustine Catholic since 1991. With a circulation of approximately 58,000, the magazine mailing was no small feat. But it wasn’t until the diocese implemented Parish Data System (PDS) Development and Communication Solution to help bridge the communication gap between parishes and the diocese that processes were simplified. In this case, the solution gave the diocese the ability to funnel contact and mailing information from 42 of the 51 parishes that it serves.

Managing Contact Information from Parishes. Accounting Systems Supervisor, Ronda Stevens explained, “One of our main reasons for buying DioOffice was to help us get our magazine into the homes of our readers.” With DioOffice, the diocese can gather names and addresses from its parishes, missions and other institutions and ultimately manage them in one database. Information can be updated for accuracy and then shared between parishes and the diocese and vice versa. As this information is routinely exchanged, it can be synchronized and used to streamline mass mailings. Stevens continued, “We have been a long time customer of PDS and knew that DioOffice would help to simplify the mailing process of our magazine. Currently, we are pursuing other processes that can also be enhanced and benefit as a result of this tool.”

Synchronized Reporting. Simplify indeed. When it came time to run their synchronization reports, Administrative Assistant for the Office of Communications, Susie Nguyen, discovered some critical information. “As it turned out, our reports revealed that there were approximately 2000 families registered in two or more parishes. This was largely a result of moving and not providing their parishes with updated mailing information. This data alone is now saving the Diocese $1100 per month in production and mailing costs.” Nguyen continued, “With our report, we have found duplicate records which indicate to us that on a diocesan level; this information will be able to help save money by reducing production quantities of our magazine.”

Cost Savings. The Diocese anticipates cutting costs in other areas as well. Stevens remarked, “We just did a huge mail out and we are already getting responses back that recipients are no longer at a specific address. This product is assisting us across the board. DioOffice is a tremendous tool that is helping us to provide our parishes with the information that they need.”

With 42 parishes actively synchronizing names and addresses with the diocese, everyone benefits. This alone has made a significant difference reducing magazine mailing costs and providing accurate lists. Stephens added, “As more of our parishes are synchronizing names and addresses with the Diocese, we are able to provide them with a necessary service. This is beneficial because PDS allows us to all be on the same page. If there is a process that one parish isn’t familiar with, we can recommend a parish that could help them out and direct them to an overall solution.”

About the Archdiocese of St. Augustine
The Archdiocese of St. Augustine is a church of the Roman Catholic Church Latin Rite in Florida. Part of the Ecclesiastical Province of Miami, its territory includes St. Augustine and Jacksonville. Its current bishop is Victor Galeone. Though St. Augustine is the oldest city in the Continental United States, the diocese was not formally created until March 11, 1870.