If your current folding and inserting equipment isn’t delivering the best in automation, speed, accuracy and security, a new system will provide an invaluable return on investment.

By Diane Vulcano and Ralph Mezzoni

DESPITE THE growth of electronic communications, mail is still considered the most direct and effective communications vehicle for reaching customers and prospects. Direct mail use continues to rise.

What some might not realize is just how much the choice of folding and inserting equipment can impact the effectiveness and integrity of a mail piece. The folding and inserting function can make or break how a customer perceives your organization.

When identifying the appropriate folding and inserting systems for your in-plant, first determine the volume you need to process. Typically, low- to mid-range tabletop inserters produce about 4,000 to 60,000 finished pieces per month and as many as 120,000 pieces for the high-end tabletop models. Also examine your needs for inserting, mail piece size allowances and other add-ons including scanning software that can control what is inserted into each envelope.

Low-volume Tabletop Systems

Tabletop folding and inserting systems are a great solution for the small in-plant. Every business sends out invoices, statements and other correspondence, which must be folded, inserted and sealed. Performing these time-consuming tasks can be costly. Automating folding and inserting can affect productivity and profitability. Most models for the small business market are “plug and play” and do not require training.

Mid-volume Tabletop Inserters

In the mid-volume mailing market, in-plants are often in the position of replacing a lower-end folding and inserting system to handle an increase in mail volume. The need for more sophisticated features is typical within a growing in-plant, as well. Many printers make the unfortunate mistake of holding onto old equipment or retaining manual practices, not realizing the negative impact on productivity and accuracy.

In this mid-range segment, there is now technology available that was once reserved for the high-volume market. In addition to greater speed and capacity, benefits of upgrading to mid-volume systems include increased automation, greater flexibility of folding and inserting capabilities and advanced scanning technology. Many of the mid-range folders and inserters on the market now are an ideal solution for in-plants that are growing quickly and need a system that is flexible, easy-to-use and can manage a steady increase in volume.

Advances in technology give in-plants access to features like pre-programming for easy setup, precise control over variable numbers of pages when inserting, expanded folding options and the ability to handle a range of materials. The operational speed promised by mid-range folders and inserters is impressive; throughput may reach 3,000 to 4,000 pieces per hour. These machines can be equipped with extra sheet and insert feeders for added flexibility when executing a variety of custom mail pieces.

High-volume Inserters

This class of inserters offers the widest range of features, options and configurations for higher-volume mailers with more complex mailing needs. These high-end systems are designed to handle larger mailings quickly and accurately, including multi-page statements, promotional mail pieces with multiple inserts or credit card mailings. These inserters are ideal for mailers sending financial materials like bills, statements, purchase orders and checks. Marketing materials are also easily processed with the high-volume systems, including targeted inserts, promotions, and direct mail campaigns.

A new generation of high-end tabletop inserters now features capabilities that just a few years ago were available only on sophisticated console inserting systems. These new inserters come equipped with a User Interface (UI) that allows for easy programming of all jobs and allows the operator to access and modify previously programmed jobs. The UI features simple prompts to guide the operator to a fast, accurate setup, and enables the operator to automatically save adjustments.

In addition to being equipped with advanced barcode scanning capabilities, these new tabletop systems are now integrated with closed-loop software that enables the tracking of each mail piece through the system and will automatically detect missing, duplicated or out-of-order pieces.

The newest high-end tabletop inserters interface with laser printers and postage mailing machines for one-step printing, insertion, weighing and metering. This new level of automation can bring mail stream productivity to new heights, allowing you to prepare mail swiftly, easily, reliably and cost-effectively.

Invaluable Return on Investment

While it might seem difficult to make the investment in a new folding and inserting system, if your current solution isn’t meeting all your needs and delivering the best in automation, speed, accuracy and security, a new system will provide an invaluable return on investment via efficiencies and productivity. Downtime resulting from outdated mail stream equipment can lead to delayed mailings and lost opportunities. Also, savings can be realized by bringing processes formerly outsourced in-house.

Regardless of your organization’s size or mail volume, don’t forget to think of your entire mail stream process when purchasing a system—from document creation to distribution, data management to archiving. It’s easier than you might realize to integrate the printing, folding, tracking, inserting, weighing and metering of a mail piece. If you’re slated to grow, you should look into modular solutions that can grow with your business, and ensure that all hardware and software components are compatible. This will help to ensure optimal efficiency and productivity, while creating more effective business communications. IPG

Diane Vulcano is product manager for Document Processing Solutions, Pitney Bowes Global Mailing Solutions and Services, and Ralph Mezzoni is customer marketing manager, Pitney Bowes Global Mail stream Solutions. They can be reached at Diane.Vulcano@pb.com and Ralph.Mezzoni@pb.com.

Find Out More

Baum www.baumfolder.com

The Challenge Machinery Co. www.challengemachinery.com

Duplo www.duplousa.com

GBR Systems www.gbr.com

Graphic Whizard www.graphicwhizard.com

Heidelberg www.heidelberg.com

MBM Corp. www.mbmcorp.com

MBO America www.mboamerica.com

Morgana Systems www.morgana.co.uk

Pitney Bowes www.pb.com

Standard Finishing Systems www.sdmc.com