Article Side

Online Article Directory!

Hello Guest! Login or Register to submit articles!

Posting Smart

By Joe Hyde Subscribe to RSS | December 2nd 2011 | Views:

Folding and Inserting Machines

As part of your document management strategy, there are compelling reasons to deliver documents electronically, these include; low cost, speed of delivery, audit trail etc. However, if you’re an organisation that has to send large volumes of documents via post (e.g. letters to members of the public) then it may be beneficial to automate the way in which your post is fulfilled - fulfilled in this context means the folding and inserting of documents into envelopes. This is often a labour intensive process which can be prone to errors. It’s never a good idea to send the wrong invoice to the wrong customer, especially if the one company is on a larger discount!

It’s also possible to save money on your postage charges by pre-sorting post before it’s picked up by the Royal Mail.

Folding and inserting machines are available which will take a batch of documents and automatically stuff envelopes. The more advanced machines have an OMR (Optical Mark Recognition) facility or the ability to read barcodes, which indicate where a batch of documents to go into an envelope start and finish. OMR codes often appear as simple lines down the side of a document. Check out the next mailer you receive in the post and more often than not you’ll see OMR marks down the edge of the document.

An OMR standard can also include some added security which prevents double feeds by the machine - often a sequential numeric count is recorded, so if this is interrupted the machine knows there has been a double feed or a document has been lost.

There are a number of benefits to using auto-folding and inserting machines with OMR facilities, these being:

• Speed up the fulfilment of post

• Free people up to concentrate on core activities

• Reduce the number of letters sent by combining more than one document for the same customer into an envelope

• Reduce human errors

• Easily add document insertions (e.g. price lists or fliers)

How do I add OMR to my documents?

This is more difficult than it sounds, as many of the documents types (e.g. invoices, statements, order acknowledgements, letters) which are posted are created by a backend business system (e.g. Sage, MS Dynamics NAV, SAP etc), which can’t easily add OMR.

This is where output management products, such as Formate software can help. Formate can intercept a print queue containing hundreds of documents, then recognise where each document starts and stops – this is important as some documents may be one page long, while others may span multiple pages. Formate then adds the relevant OMR (or barcode) to the document, incorporating any specific security requirements. Using Formate software, Document Genetics have already developed OMR output for many of the leading manufacturers (Pitney Bowes, Neopost, etc).

Reducing Postage Cost Using Mailsort

By implementing the Royal Mail’s Mailsort process an organisation can save over 30% on their postage bill. The exact saving depends on the volume of letters processed and the type of Mailsort process implemented, the greater the volume of packets the greater the likely saving.

The Royal Mail offer a Mailsort discount because you are actually pre-sorting the post before it reaches their distribution depots. There are many different types of Mailsort available. For example, Mailsort 1400 entails sorting your mailing into approximately 1,400 selections based on UK Delivery Offices. Mailsort 1400 allows mailers to send both letters and packets, and does not generally involve any machine sorting.

Formate and Mailsort

Formate can pre-sort your print run into the appropriate order for dispatch to the UK Royal Mail, in order to qualify for various discounts. Supported sort types include Mailsort 1400, 700 and 120, plus Presstream and Walksort. Various printed reports can be produced, including bag labels, and the whole process can be configured to suit your needs.

Joe Hyde - About Author:
I'm the Sales and Marketing Director of Document Genetics.

More info on Document Genetics
Document Genetics is an established UK based company providing a comprehensive range of document management solutions. We focus on improving document automation, workflow and collaboration within our client organizations, and our range of innovative solutions and specialist services help to save time and money by processing documents and data more efficiently.

To view our selection of free document management whitepapers, please follow this link:
Document Management White Papers

©Joe Hyde Document Genetics 2011

Share on Facebook Tweet It Stumbleupon this post This post is delicious !

Article Source:

Related Software Articles Subscribe to RSS

Factors vital for an effective customer relationship management
Published by Antony Wilmer on December 13th 2011 | Software
Understanding the demands of customers, value addition to the customer service and creation of a loy...
An overview- Liferay document management
Published by Top Articles on November 28th 2011 | Software
In this article, it has been highlighted about the flexible software that is liferay document manage...
Improving flow through queue management
Published by Brandon Munson on December 30th 2011 | Software
The queue management system is used in controlling queues. The queues of people form in various situ...
Attendance management system is the unique system to maintain attendance records
Published by Mahesh Lodhaya on August 11th 2012 | Software
Attendance management system or time management software in India is very popular and on demand. Eve...
Why use IBM Maximo for maintenance management
Published by Mary Porter on July 6th 2012 | Software
IBM Maximo is a powerful software solution that arms you with the tools to integrate all your mainte...
Managing customer relationship management in the e-way
Published by Antony Wilmer on December 19th 2011 | Software
To enhance your relationship with your esteemed customers, you take the help of online CRM and CRM s...
Benefits of document storage facility
Published by Ronan Pointy on March 14th 2012 | Software
Internet has become an indispensable part of everyone’s life nowadays. There are various social ne...
Manage your information effectively with document storage techniques
Published by Ronan Pointy on March 2nd 2012 | Software
Management document is also an important process of the organizations as it is responsible for gover...
Effective occupational health management from EOA Systems
Published by James Blee on August 22nd 2012 | Software
EOA Systems are a company who pride themselves on their ability to provide an effective and professi...
Document management solutions – answer to rising prices
Published by Caitlin Jones on June 7th 2012 | Software
What is document imaging conversion? What are document management solutions? Finding an answer to ab...
Why is document management so important for business?
Published by Ronan Pointy on December 29th 2011 | Software
Document management in the office can be tedious and disheartening. According to studies, employees ...
Benefits of indexing management in business
Published by Caitlin Jones on December 29th 2011 | Software
Indexing document is the process of transfer labels and markings on the documents can be documents i...
Significance of web-based document management for business
Published by Caitlin Jones on November 25th 2011 | Software
Each company has different requirements in terms of document management systems. For these users for...
Strategies for change management
Published by Maria Getchell on February 2nd 2012 | Computer
A good project manager with his project management skills will help in effect change management as w...
What can you accomplish with E-scrap recycling management software?
Published by Angel on July 11th 2012 | Software
For the entrepreneur involved in the e-waste business, E-scrap recycling software fills the void wit...
Go with service management software to gain good business control
Published by Martin Tuner on December 8th 2011 | Software
Providing top notch services to clients is one of the key factors that can determine the success of ...
Practice management software is a boon
Published by Jamessms on February 1st 2012 | Software
To manage a clinic or healthcare is very difficult. The patients come with ailments; some require im...
Queuing systems and Queue management system
Published by Brandon Munson on April 12th 2012 | Software
The Latest electronic way of providing customer satisfaction is the Queuing systems. The customers n...
What makes the waste management software a worthy addition
Published by Angel on July 17th 2012 | Software
Enthusiasts involved in waste management business make diligent use of waste management software to ...
What is so special about waste management software
Published by Angel on December 20th 2011 | Software
Waste management software provides the ideal solution for waste management sectors. But here we have...