Mailing equipment - Trend Watch

This may be the age of e-mail, but traditional "snail mail" still thrives. When you think about it, what business can operate without sending and receiving mail?

A variety of equipment supports mail processing, but nothing is more essential than an efficient postage meter. Newer models, combining new features with advances in operating technology, have much to offer. "The postage meter, although not new to the office world, is being seen more as part of an Office's workf low or document flow," says Tim Sokley, director of product management for FP (Francotyp-Postalia) Mailing Solutions. "AS such, it needs to fit in that environment. The meter needs to be both user-friendly and PC-friendly to keep from becoming a bottleneck in the workflow or a point with uncontrolled costs. It's become a mainstream office solution, not the strange machine in the corner operated only by the office 'expert.'"

Recent advances bear out such assertions. Perhaps most important is the growth of digital technology, which provides improved reliability over previous electronic meters through software-based operation and fewer mechanical parts, and also assures customers of USPS compliance as the postal service migrates to the digital world. "Clearly the biggest shift in the mailing machine industry over the last few years has been the transition to digital postage meters," says Kris Wagner, director of sales and marketing development for Neopost Inc. "Integrating digital ink jet technology has allowed printing quality to increase greatly. With the increased print quality, advertising messages printed onto envelopes when they are being metered can be much more effective. The technology also offers the ability to automatically process thicker mail items."

Sokley also points to the influence of the digital age. "The digital influence translates to one thing: information," Sokley says. "Meters are now providing information to the user and to the postal service. For example, usage tracking can now be done on a PC linked to a postage meter. The data can be analyzed and costs can be managed through use of more productive equipment, processes, and programs."

Not only top-end models, but those designed to meet midvolume needs display an impressive array of features. Neopost's 1175 Digital Mailing Machine offers a userfriendly control panel and an autofeed transport system with automatic thickness adjustment, a handy feature that eliminates the need for a trained operator to accurately feed envelopes into the machine and adjust the machine for different envelope thicknesses. Capable of processing envelopes up to 5/8-inch thick, the 1175 can handle bubble envelopes and envelopes with uneven surfaces. It uses ink jet printing technology boasting a cartridge life of 35,000 impressions and offers a speed rating of 180 letters per minute, ideal for mailroom processing between 4,000 and 10.000 mailpieces per month. Other features include automatic date advance, nine memory keys, low-postage warning, high-postage-value warning, and password protection.

Along with expanded features, increases in the speed of mail processing are substantial. FP's JetMail Concorde processes up to 7,600 pieces of mail per hour and offers the innovation of vertical feeding, which moves mail quickly with no presorting. The JetMail Concorde also has the ability to track up to 300 customer accounts for internal accounting and client mailing charge-backs, an especially attractive feature for organizations such as law firms and advertising agencies.

Another trend is an emphasis on security. Hasler Inc.'s (formerly Ascom Hasler Mailing Systems) PostLink postage meter features the SAFE Crypto -Vault, a sophisticated fraud-protection mechanism that ensures the authenticity of the postage imprinted by the meter. PostLink's two-dimensional postal indicia reflect the digital Information Based Indicia Program (IBIP) designed to enhance the security features of electronic postage metering products. The advantage of IBIP impressions is that, as with fingerprints, each one is unique. On first consideration, such advances may seem off-putting in potential complexity. But in fact, they're part of a move to increase ease of use.

"The simplicity of operation might surprise users," Sokley says. "Older postage meters were relatively simple devices, yet could be difficult to operate reliably. Newer systems are certainly more complex in design, but intended to make operation simple. For example, most vendors offer systems that can automatically weigh, seal, and meter mail in one pass, even if each piece is different from the next Some units can even mix flats nearly an inch thick with regular envelopes in a single, unsorted batch. This previously was a cumbersome process involving sorting mail by size, then weighing individual pieces, setting the proper value on the meter, and finally, metering the piece."

Another trend is a move toward integration. As postage meters become quieter and more efficient, some observers predict decentralization process. "To the surprise of many operators, digital mailing machines using ink jet technology are far quieter than traditional mailing machines," Wagner says. "This allows them to integrate into today's office environment without the need for a dedicated room. The traditional 'mailroom' may follow much the same path as copiers. With both the ease of use and the quietness of these systems, they may be placed throughout an organization in various open work areas. Thus, as with copiers, no dedicated operator would be needed."

It's also important to realize that firms that aren't yet ready for many advanced features can be well served with more traditional models. While new features can be attractive, simple models meeting the most basic of needs are also available. For example, Pitney Bowes, which offers several advanced models, also provides the 6909 Stand Alone Meter, which serves as a desktop mailing system designed for use by low-volume mailers. Users feed mail manually into the meter, and the meter then stamps each envelope with the exact postage required and adds post-marks. Optional advertising messages can also be added if desired. For processing parcels and oversized envelopes, this model also prints postage on meter tapes, which can then be easily affixed to the mail-piece. The 6909 features a footprint of only 12 1/4 inches and weighs 17 pounds.

Whatever models are chosen, one of the real pluses with postage meters is their potential to bring cost savings. Simply making use of basic features can almost always help cut mailing expenses. "Cost savings can be achieved by utilizing the information a modern meter can provide." Sokley says, "and by taking advantage of USPS discounts for certain types of mail. An old adage of the postage meter industry is 'a watched expense tends to go down.'"

In looking not only at costs but other efficiencies, future developments should make postage meters even more valuable than ever. "The future of mailing equipment, as with many other technologies, is in improved information." says Wagner. "Today, larger mailing systems are able to report postal expenditures to a network server. Going forward, these abilities will move down market to smaller mailing systems and, in short provide mail-center-level value to mailroom and office environments."

Mark Rowh is an OfficeSolutions contributing editor. Based in Dublin, Va., he, can be reached at markrawh@usit.net.

COPYRIGHT 2002 Quality Publishing
COPYRIGHT 2002 Gale Group