Mailing equipment - trend watch

Efficient mail processing is a must for virtually any organization. Thanks to continued improvements, the latest mailing equipment makes the process simpler than ever.

"Mail creation equipment helps organizations fulfill their communication needs efficiently and cost effectively," says Charles Rothofsky, Secap marketing communications manager. "Whether the company needs to process billing statements, invoices, or direct marketing communication, this equipment automates those processes and ultimately helps create a more efficient office."

The availability of efficient mail equipment can be especially important for small businesses. "Typically, [large organizations] will have a dedicated mailroom with personnel trained on using all mailroom equipment. The small organization needs products that are easy to use and set up, since most everyone on staff will use the equipment," contends Larry Turner, president of Francotyp-Postalia (FP) Mailing Solutions.

Regardless of the size of the company, mailing systems are available to meet basic or advanced needs. For instance, Hasler's line of Whisper Jet mailing systems includes several models with different capacities. For small or home offices, the WJ20 prints up to 20 postage labels or envelopes per minute. Models WJ60, WJ90, and WJ215 are progressively faster, with the latter processing up to 215 letters per minute and tracking postage for as many as 200 accounts.

FP Mailing Solutions has recently introduced ultimail, a new line of digital information-based postage meters intended specifically for the small to midsize company mail center. These models offer a variety of features including quiet printing of up to 60 to 90 envelopes per minute, account administration functions for up to 50 separate accounts, and a removable postal security function. They also include a pre-select counter that allows the user to meter a predetermined number of letters, smart chip technology to warn when ink is getting low, and the ability to program up to six customized advertisements for brand awareness.

For high-volume direct mail production, Rena Systems' XPS-90 prints addresses, attention line, and postal bar codes on mail pieces up to 11/16 inches thick and prints all major postal and industrial bar codes, including new 2-D bar codes. Users can choose TrueType fonts, 13 internal fonts, or download their own soft fonts. The XPS-90 also prints graphics, logos, and signatures. It has heavy-duty construction and an efficient design that fits into almost any mailing workspace. The tabletop console includes features such as digital robotic positioning (DRP) and an automatic maintenance system. DRP automatically positions the print modules based on a software layout. Automatic maintenance purges, wipes, and stores ink cartridges before and after each print job to ensure optimum print quality at any print resolution. Since the print head maintenance is hands free, there's no more messy cleanup and preparation for the next run, and the automatic maintenance eliminates the cost of the first printed piece being ruined. The XPS-90 can image postcards at 34,000 copies per hour and No. 10 envelopes at 26,000 per hour for standard addressing applications. The Plug and Print feature synchronizes the optional AF-635 feeder with the XPS-90 to maximize printing throughput. The ultra-quiet, Tri-Channel AccuTrak vacuum transport system improves the ability to run anything from postcards to booklets.

DigitaL enhancements

The development of digital technology has led to improvements with various types of mailing equipment. For instance, the newest meters produce the indicia or postage mark digitally and transfer this information to an envelope via an ink jet or thermal printing mechanism. Digital meters also enhance security against fraudulent print postage.

Easier to use

Increasingly, businesses are taking advantage of equipment that is both compact and easily mastered. In the past, address printers were typically found in mailrooms, where they required special software packages, dedicated computers, and extensive end-user training to operate.

"An increase in desk-top marketing activity has driven the refinement of mailing equipment to be smaller, faster, less expensive, and easier to use than in the past," says Rothofsky.

The Envelope Imager III from Rena Systems provides a solid approach to tabletop addressing with a heavy-duty feed system that creates even pressure over the length of the feed table to maintain on-point registration. With two 1.5-inch independently positional imager banks that give it a 3 x 19-inch print area, the Envelope Imager III can print at speeds of more than 31,000 pieces per hour on 4 x 6-inch postcards at 150 dpi.

Secap's 5K-LE ink jet address printer is designed to help small mailers increase productivity and gain the advantages of direct address printing. A Windows plug-and-play device, this entry-level address printer handles up to 5,000 envelopes per hour with 600-dpi resolution. For greater capacity, Secap's 22K addressing and bar coding ink jet printer produces both black and spot color while printing 5,500 to 22,000 pieces per hour, depending on resolution.

Improved paper handling

In recent years, paper-handling products have also seen major advances. "Paper handling products, primarily folder/inserters, have gone through a drastic improvement in technology over the past five years," Turner says. "[Recently], manufacturers have introduced intelligence into desktop folder/inserting systems that make them much easier to set up between jobs and easier to use in general."

The newest folder/inserter systems offer features such as one-touch technology and centralized control settings that simplify operation and maintenance.

"These systems are easy to adjust between jobs," says Carl Amacker, vice president of marketing for Neopost. "In the event of a stoppage, they offer real-time 'help' messages to pinpoint the source. Plus, easy accessibility allows for fast and safe removal of jammed paper."

For medium to high volume needs, Hasler's M9000 folder/inserter handles up to 120,000 filled envelopes per month at a maximum cycle time of 4,300 filled envelopes per hour. It can process large envelopes (up to 10 x 13.5 inches) and can process two different sizes of envelopes during the same job. It also offers a graphical interface and 10 job-memory presets.

Continuing improvements

For the future, expect continued movement toward greater ease of use, including further integration of functionality within mailing equipment. For example, addressing printers might also be able to print the postage on the mail piece, or folder inserter equipment might also print addresses and apply postage to mail.

In the next few years, mail processing may become even more important for many organizations as telemarketing becomes less pervasive and consumers become increasingly disenchanted with spare, unsolicited faxes, and other forms of marketing communication.

"More consumer advocacy groups are targeting unsolicited mail offers and that means it may be increasingly beneficial for companies to do mailing from their own locations using their own customer base instead of undertaking wide-spread direct mail efforts," says William J. Longua, Rena Systems' manager of marketing services. "The way to do that is to buy addressing systems built for the volume they are going to need."

The company is also studying the kinds of paper used in direct mail and how to improve the mail printing process for customers. Longua adds, "Mailers want everything on glossy paper. Instead of working to change the ink to print on coated and super-coated paper, there is paper out there that accept the inks we have now. So we're looking at papers that are better for the inks rather than inks that are better for the papers. The faster drying you make your ink, the more problems you are going to have with it. We want to help people find alternatives for better papers for this kind of printing."

Mark Rowh is an OS contributing editor and freelance business writer. Based in Dublin, Va., he can be reached by e-mail, markrowh@usit.net.

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