1. Folder/inserters can save you time and
money processing outgoing mail. But, like
most office equipment, that efficiency
depends on how the equipment is used. To
help ensure your folder/inserter processes
mail efficiently, consider what you put into
it. Are you using the proper materials?
MATERIAL WORTH
The folder/inserter you use requires a
certain kind of paper, and it won’t operate
smoothly without it. Also, it’s not just
having the right kind of paper that’s impor-
tant, but taking care of the paper so it will
work in the machine properly. The follow-
ing factors can affect its performance:
• moisture–High moisture content
reduces the stiffness of the paper. Paper
with moisture content above 6 percent can
cause the paper to curl and, consequently,
disturb the auto separation function of the
machine, causing it to misfeed. It can also
cause an unattractive waviness in the paper.
On the other hand, too low a moisture
count can cause static electricity, which also
can cause high curling. Most paper will
perform at its best if the moisture range is
between 4 and 6 percent.
• stiffness–Inserter manufacturers nor-
mally require 16- to 26-pound bond paper
(ideally, 20- to 24-pound bond). The
weight, sometimes referred to as the stiff-
ness or thickness, allows inserters to use
auto separation feeders. If your materials
are thick, thin, or glossy then you’ll need an
inserter that has the ability to manually
separate the feeder to accommodate diffi-
cult materials. Most paper and envelope
manufacturers know that the paper in a
machine is extremely important. They use
terms such as “commercial quality” or
“machine compatible” to refer to paper that
meets the stiffness or weigh requirements
of the equipment.
• heat–Modern imaging systems and
laser printers have paper standards. The
normal recommendations for these types of
products are laser printer paper. However,
when you use a type of paper that’s not
recommended, the heat and pressure from
the laser printer will dry out the paper and
affect the paper’s appearance. It may be
more susceptible to static and may have
excess wave and curl from absorbing mois-
ture from the air as it exits the machine.
FIT FOR PRINTING
The following tips will keep your paper and
envelopes fit for the machines in your office:
1. Always use the materials recom-
mended by the manufacturer. This avoids
downtime, improves the machine’s opera-
tion, and keeps you within the recommend-
ed specifications.
2. Use the equipment at the same
temperature and humidity, about 64-90
degrees Fahrenheit and 40-60 percent
humidity. For example, the shipping dock or
basement may not be the best location for
electromechanical equipment or paper and
envelope storage.
3. Store your materials in a safe envi-
ronment, a cool dry area. Never store paper
or envelopes in damp or moist areas.
4. Always store paper and envelopes
flat. Don’t lay them on their sides as this can
cause curling.
5. Keep paper in its wrapper and in its
carton. This will help prevent absorption of
moisture from the air.
6. Condition your materials to the
processing area while they’re still in the
wrapper and/or box.This will prevent them
from rapidly absorbing humidity. If possible,
36 | OFFICE SOLUTIONS • JULY 2008
mailingThe right materials can increase the productivity
and efficiency of your folding/inserting equipment.
BY BART ALVAREZ
I N T H E M A T E R I A L W O R L D

2. store them in the same room as the machine
for about 24 hours.
7. Process the materials in your fold-
er/inserter immediately after printing. If
this isn’t possible, protect the materials by
covering them under a plastic drop cloth.
8. Always quickly fan or jog your paper.
This will expose the paper to air and, in some
cases, keep the sheets from sticking together.
9. Don’t leave paper or envelopes in the
feed trays for any length of time. This can
cause static as the paper dries out and could
cause your equipment to stop working prop-
erly.
10. Never mix different types of paper
in the paper tray. The slightest difference in
the paper makeup may cause the machine to
stop or stall when going from one type of
paper to the other.
TO AUTOMATE OR NOT TO AUTOMATE
Even the best machines have limits on how
thick, how thin, and how glossy processed
materials can be. Your staff needs to under-
stand what can and can’t be automated
through your equipment. For example, the
sales literature your marketing department
has designed may look terrific in a high-gloss
material, but that material may be too glossy
to go through your folder/inserter. If you
choose those materials, you may be faced
with a job that requires expensive hand stuff-
ing or outsourcing.
In today’s world of color imagers and
breakthroughs in color printing, most
marketing materials can be semi-gloss and
are able to process through folder/inserters.
Be sure your manufacturer tests the materials
you have in mind before your department
orders large quantities.
Thin items are another problem for
automation applications, in particular indi-
vidual parts of multipart forms that are
processed from a line printer. Not only are
these types of items a problem, the multipart
form must be separated by hand or by a device
called a burster. Many new output manage-
ment software solutions are available that take
existing raw data and convert the data into
standard cut sheets.This is an inexpensive way
to automate your applications with minimal
IT help. In fact, some packages give the users
total document distribution control, such as
fax, e-mail, archive, and print.
Be sure your manufacturer provides you
with a recommendation on all the materials
you can use in your folder/inserter. The
correct paper is just the beginning of the
many applications your equipment can
process. With the correct materials, your
investment will provide you with an efficient
and accurate operation.
Bart Alvarez is product manager, sales,
Hasler Document Handling Systems.
OFFICE SOLUTIONS • JULY 2008 | 37
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