Pitney Bowes DocuMatch Integrated Mail System Reference Manual
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Pitney Bowes DocuMatch Integrated Mail System Reference Manual

Pitney Bowes DocuMatch Integrated Mail System Reference Manual

Integrated mail system; mail materials
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  • Page 2 MAIL MATERIALS REFERENCE GUIDE...
  • Page 3 DocuMatch is a trademark of Pitney Bowes Inc. Lexmark and Optra S are trademarks or registered trademarks of Lexmark International Inc. Canon is a trademark or registered trademark of Canon Inc. Dow Window Film and Trycite...

  • Page 4: Table Of Contents

    Contents 1 - Introduction Purpose of This Guide..........1-2 Who Should Read This Guide........1-2 2 - General Material Specifications and Storage Handling and Storage Tips........2-2 Definition of Mail Materials........2-2 Handling..............2-2 Storage..............2-2 Rotation..............2-3 Locally-Manufactured Materials......2-3 Mail Materials Reference Table........2-4 Collation Total Thickness Limits........2-6 ™...
  • Page 5 Contents 4 - Envelopes Overview of Envelopes..........4-2 Envelope Quality...........4-2 Envelope Size............4-2 Envelope Type............4-2 Die-Cut............4-2 Web-Fed............4-3 Envelope Style............4-4 Envelope Curl............4-4 Window Envelopes..........4-6 Standard Window Dimensions.......4-7 Envelope Seal Flap and Gum.......4-8 Storage..............4-8 Loading Tips............4-9 Envelope Guidelines for DocuMatch ™ ......4-10 Envelope Style and Type........4-10 Envelope Size and Weight........4-10 #10 Envelope Specifications........4-11 Envelope Materials Reference Table....4-12...
  • Page 6 Contents 6 - Insert Feeder Material Inserts and Business Reply Envelopes......6-2 Loading Tips............6-2 Insert Feeder Materials Reference Table....6-3 7 - Document Printer Preventive Maintenance and Toner Usage Scheduled Printer Preventive Maintenance....7-2 Toner Yield..............7-2 Setting the Printer Resolution to 300 DPI.....7-3 Setting the Print Darkness to Lighter or Lightest..7-3 Turning Toner Saver On........7-4 Page Coverage.............7-4...
  • Page 7 Contents Appendices A - Introduction to Paper How Paper Is Made...........A-2 Paper Characteristics..........A-4 Moisture..............A-4 Wire and Felt Sides (of a Sheet of Paper)....A-5 Surface Coating or Finish........A-5 Body or Strength or Material........A-5 Understanding Paper Ream Labels......A-6 B - Collation Total Thickness Limits Total Thickness Limits..........B-2 Total Thickness Worksheet........B-2 Index...
  • Page 8 Contents List of Illustrations and Tables Figure Description Page Grain Long and Grain Short Direction....3-3 Checking Grain Direction........3-4 Aerating Paper Before Loading......3-6 Flexing Paper Before Loading......3-7 Perforated Stock Specifications for ™ DocuMatch ............3-8 Envelope Curling Can Cause Problems....4-5 ™ Window Envelope Standard for DocuMatch ...4-7 ™...

  • Page 10: Introduction

    Chapter 1 Introduction In this chapter: Purpose of This Guide.............1-2 Who Should Read This Guide..........1-2...

  • Page 11: Purpose Of This Guide

    Who Should Read This Guide Our Pitney Bowes customers, Customer Service Field Representatives, Sales Representatives, and visitors to our Pitney Bowes internet/intranet web sites are encouraged to refer to this guide frequently for quick access to information about mailpiece materials.

  • Page 12: General Material Specifications And Storage

    Chapter 2 General Material Specifications and Storage In this chapter: Handling and Storage Tips..........2-2 Definition of Mail Materials..........2-2 Handling.................2-2 Storage................2-2 Rotation................2-3 Locally-Manufactured Materials........2-3 Mail Materials Reference Table........2-4 Collation Total Thickness Limits........2-6 Materials Not Suitable for DocuMatch ™ ......2-7...

  • Page 13: Handling And Storage Tips

    2 • General Material Specifications and Storage Handling and Storage Tips Definition of Mailing Materials For the purposes of this guide, when we refer to mail materi- als, we mean: • paper; • envelopes; • cut sheets; • inserts. Handling Whenever you transport material, handle it with care.

  • Page 14: Rotation

    General Material Specifications and Storage • 2 • Store cartons of materials at least six inches away from masonry walls to prevent absorption of moisture. Keep cartons on skids or shelves, but never directly on floors. Remember that a very dry environment produces static, which causes material to cling together.

  • Page 15: Mail Materials Reference Table

    2 • General Material Specifications and Storage Table 2-1A ™ DocuMatch Mail Materials Reference Source Minimum Requirements Performance Tips Doc. • 8-1/2 x 11" • Some preprinted Printer letterhead paper or • Xerographic copy (Laser previously copied paper, 20-24 lb. bond Printer) paper may cause feeder problems and...
  • Page 16 General Material Specifications and Storage • 2 Table 2-1B ™ DocuMatch Mail Materials Reference Source Minimum Requirements Performance Tips • 8-1/2 x 11" • Glossy materials may Sheet be used but must not • Xerographic copy Feeder be statically charged. paper 20-32 lb.

  • Page 17: Collation Total Thickness Limits

    2 • General Material Specifications and Storage Table 2-1C ™ DocuMatch Mail Materials Reference Source Minimum Requirements Performance Tips Envelope • Use only #10 size • Avoid weights less Printer (4-1/8 x 9-1/2"). than 24 lb. bond. • Dimensions from •...
  • Page 18 General Material Specifications and Storage • 2 Materials Not Suitable for DocuMatch The materials listed below are not suitable for use with the DocuMatch system: Blueprint and Brownprint Manifold Book covering materials Newsprint Book papers—coated Non-paper substrates Book papers—uncoated Paperboard Bristol Pressure-sensitive paper, Carbon paper...

  • Page 20: Paper For Document Printer

    Chapter 3 Paper for Document Printer In this chapter: Recycled Paper..............3-2 Paper Weights..............3-2 Grain..................3-3 Methods for Determining Grain........3-3 Paper for DocuMatch ™ Document Printer.......3-5 Document Printer Materials Reference Table.....3-5 Storage Tips...............3-6 Loading Tips...............3-6 Perforated Stock Specifications For DocuMatch ™ ..3-8...

  • Page 21: Recycled Paper

    Conse- quently, it is important to submit all samples of materials for any application to your Pitney Bowes specialist for approval. Paper Weights An important specification to consider is paper weight. The DocuMatch system has specific minimum and maximum paper weights that can be processed.

  • Page 22: Grain

    Paper for Document Printer • 3 Grain Since it is easier to fold along the length of the fibers rather than across them, consider the grain direction when folding papers that are close to the machine's maximum weight specifications. The bulk of the fibers will give resistance to folding.

  • Page 23: Checking Grain Direction

    3 • Paper for Document Printer Method 2 (Figure 3-2) Tear off (as opposed to cutting) a piece of paper. A strip torn with the grain will tend to have a much smoother edge than one torn across the grain. Some experience with paper is necessary to identify whether the edge is smooth or rough when using this method.

  • Page 24: Paper For Documatch Document Printer

    Paper for Document Printer • 3 Paper for DocuMatch Document Printer Table 3-1 Document Printer Materials Reference Source Minimum Requirements Performance Tips Doc. • 8-1/2 x 11" • Some preprinted Printer letterhead paper or • Xerographic copy (Laser previously copied paper, 20-24 lb.

  • Page 25: Storage Tips

    3 • Paper for Document Printer Storage Tips Here are some helpful storage tips. • Always store paper in its moisture-proof wrapper until you're ready to use it. • Store preprinted forms and letterhead stock in moisture- proof wrappers until needed. •...

  • Page 26: Flexing Paper Before Loading

    Paper for Document Printer • 3 Figure 3-4 Flexing paper before loading • CAUTION: Don't use torn, wrinkled, or creased paper, or paper with a curled, bent, or wavy edge. • Load the paper on the bottom of the paper trays about an inch at a time.

  • Page 27: Perforated Stock Specifications For Documatch

    3 • Paper for Document Printer Perforated Stock Specifications for DocuMatch Perforated paper can cause problems if you don't select it carefully. For your perforated stock to work well with DocuMatch, we suggest you follow the specifications listed below when discussing your future perforated stock orders with your business forms supplier.
  • Page 28 Paper for Document Printer • 3 If you have an application requiring the use of perforated stock, please consult your local Pitney Bowes Customer Service Representative. He or she will evaluate your applica- tion and recommend the best approach before you order stock from your business forms supplier.

  • Page 30: Envelopes

    Chapter 4 Envelopes In this chapter: Overview of Envelopes.............4-2 Envelope Quality............4-2 Envelope Size.............4-2 Envelope Type.............4-2 Die-Cut..............4-2 Web-Fed..............4-3 Envelope Style............4-4 Envelope Curl.............4-4 Window Envelopes.............4-6 Standard Window Dimensions......4-7 Envelope Seal Flap and Gum........4-8 Storage................4-8 Loading Tips...............4-9 ™ Envelope Guidelines for DocuMatch ......4-10 Envelope Style and Type...........4-10 Envelope Size and Weight.........4-10 #10 Envelope Specifications........4-11...

  • Page 31: Overview Of Envelopes

    You may want to discuss these guidelines with your envelope supplier. If you have any questions that are not covered here, please contact your Pitney Bowes DocuMatch specialist for additional technical assistance. Envelope Size One way we classify envelopes is by size.

  • Page 32: Web-Fed

    Envelopes • 4 Table 4-1 Envelope Trade Numbers and Sizes Trade Number Name Envelope Size (inches) 6 1/4 3-1/2 x 6 6 3/4 3-5/8 x 6-1/2 3-3/4 x 6-3/4 Monarch 3-7/8 x 7-1/2 Data Card 3-5/8 x 7-3/4 Check Size 3-5/8 x 8-5/8 3-7/8 x 8-7/8 4-1/8 x 9-1/2...

  • Page 33: Envelope Style

    4 • Envelopes Envelope Style Within the two basic envelope types (die-cut or web-fed) there are several different envelope styles: commercial, side seam, and executive. The commercial style envelope is by far the most popular, followed by executive, then by side seam. For DocuMatch use, side seam envelopes work best (see pages 4-10 and 4-12).

  • Page 34: Envelope Curling Can Cause Problems

    Envelopes • 4 Curled Flap Curling should not exceed 1/4" (6.4 mm) at any location. Figure 4-1 Envelope curling can cause problems DocuMatch ™ Mail Materials Reference Guide...

  • Page 35: Window Envelopes

    4 • Envelopes Window Envelopes Window envelopes come in different types and raise different issues. The types used are open-face, glassine, DWF (Dow ™ ™ Window Film ) and Trycite An envelope may have a window or be open-face (without a patch).

  • Page 36: Standard Window Dimensions

    Envelopes • 4 When using window envelopes, be sure they are made for machine insertion. The patch has to be securely glued onto the inside body of the envelope 1/8 in. over the edges of the window opening. This helps the collated set to be inserted cleanly without the edges of the material being caught by a poorly glued window patch.

  • Page 37: Envelope Seal Flap And Gum

    4 • Envelopes Envelope Seal Flap and Gum Mechanical sealing requires seal flap gum that is uniform and adheres quickly and firmly when moistened. To prevent the inserting operation from pulling the envelope apart, the seams must also be securely glued. Any inserting machine will jam if there is even the slight- est tendency for the seal flap to adhere to the envelope's back.

  • Page 38: Loading Tips

    Envelopes • 4 Loading Tips Always follow the envelope loading instructions on the enve- lope printer carefully. When you load envelopes correctly, the back of the stack in the hopper will be smooth, with a smooth curve near the bottom of the hopper directed toward the printer, and no sudden offsets in the stack.

  • Page 39: Envelope Guidelines For Documatch

    4 • Envelopes Envelope Guidelines for DocuMatch Envelope Style and Type for DocuMatch For optimum DocuMatch performance, we recommend you use high quality, web-fed, side seam envelopes designed for automatic insertion. You may also use commercial style or executive style, but side seam is preferable. Make sure the flap and throat dimensions comply with our published specifications (see Figure 4-3 on page 4-11).

  • Page 40: Envelope Specifications

    Envelopes • 4 #10 Envelope Specifications for DocuMatch Figure 4-3 DocuMatch specifications for #10 envelope dimensions DocuMatch ™ Mail Materials Reference Guide 4-11...

  • Page 41: Envelope Materials Reference Table

    4 • Envelopes Table 4-2 Envelope Materials Reference Source Minimum Requirements Performance Tips Envelope • Use only #10 size • Avoid weights less Printer (4-1/8 x 9-1/2"). than 24 lb. bond. • Dimensions from • Web-fed preferred envelope to envelope over die-cut.

  • Page 42: Cut Sheet Feeder Material

    Chapter 5 Cut Sheet Feeder Material In this chapter: ™ Cut Sheets for DocuMatch ..........5-2 Grain Orientation............5-2 Glossy Materials............5-2 Static Charge..............5-2 Loading Tips...............5-3 What to Watch For.............5-3 Cut Sheet Feeder Materials Reference Table.....5-4...

  • Page 43: Cut Sheets For Documatch

    5 • Cut Sheet Feeder Material ™ Cut Sheets for DocuMatch The DocuMatch cut sheet feeders are designed to work reliably with a wide range of materials, including 20- or 24- pound Xerographic bond paper and 50- to 80-pound coated and uncoated offset paper, with a variety of finishes.

  • Page 44: Loading Tips

    Cut Sheet Feeder Material • 5 Loading Tips • When loading the cut sheet feeders, start by pushing any materials already in the feeder square against the feeder’s left stop. • Fan the new materials and load them so that the whole stack is square against the left stop.

  • Page 45: Cut Sheet Feeder Materials Reference Table

    5 • Cut Sheet Feeder Material Table 5-1 Cut Sheet Feeder Materials Reference Source Minimum Requirements Performance Tips • 8-1/2 x 11" • Glossy materials may Sheet be used but must not • Xerographic copy Feeder be statically charged. paper 20-32 lb. bond (Flat •...

  • Page 46: Insert Feeder Material

    Chapter 6 Insert Feeder Material In this chapter: Inserts and Business Reply Envelopes......6-2 Loading Tips...............6-2 Insert Feeder Materials Reference Table....6-3...

  • Page 47: Inserts And Business Reply Envelopes

    6 • Insert Feeder Material Inserts and Business Reply Envelopes The insert feeder accepts materials ranging from 3 x 5 in. (a minimum-size postcard) to #9 envelopes (3-7/8 x 8-7/8 in. ± 1/16 in.). You can also use C-folded 8-1/2 x 11 in. sheets that have the same material characteristics as those specified for the cut sheet feeders.

  • Page 48: Insert Feeder Materials Reference Table

    Insert Feeder Material • 6 Table 6-1 Insert Feeder Materials Reference Source Minimum Requirements Performance Tips Insert Pre-folded Inserts (C-fold, Pre-folded Inserts (C-fold, Feeder 1/3 size): 1/3 size): • 3 x 5" to 3-7/8 x • Do not use Z-fold 8-7/8"...

  • Page 50: Document Printer Preventive Maintenance

    Chapter 7 Document Printer Preventive Maintenance and Toner Usage In this chapter: Scheduled Printer Preventive Maintenance.....7-2 Toner Yield................7-2 Setting the Print Resolution to 300 DPI......7-3 Setting the Print Darkness to Lighter or Lightest..7-3 Turning Toner Saver On..........7-4 Page Coverage............7-4 Replica of Sample Page Showing 5% Print Coverage............7-6...

  • Page 51: Scheduled Printer Preventive Maintenance

    ™ For a DocuMatch equipped with a Canon printer, at each 200,000 page interval you must contact Pitney Bowes to have a Customer Service Representative perform preventive maintenance on your printer. Toner Yield If you have the Lexmark printer version of DocuMatch, you can achieve maximum toner yield by: •...
  • Page 52 Document Printer Preventative Maint & Toner Usage • 7 Setting Print Resolution to 300 DPI for a DocuMatch with Lexmark Printer 1. Check that the Lexmark printer operator panel displays Ready. 2. Press the right Menu button until QUALITY MENU appears.

  • Page 53: Page Coverage

    7 • Document Printer Preventative Maint & Toner Usage Turning Toner Saver ON for a DocuMatch with Lexmark Printer 1. Check that the Lexmark printer operator panel displays Ready. 2. Press the right Menu button until QUALITY MENU appears. 3. Press the Select button. 4.

  • Page 54: Estimated Toner Yield

    Document Printer Preventative Maint & Toner Usage • 7 Table 7-1 Estimated Toner Yield Coverage Nominal 5.0% 17,600 14,960 20,240 5.5% 16,000 13,600 18,400 6.0% 14,667 12,467 16,867 6.5% 13,538 11,508 15,569 7.0% 12,571 10,686 14,457 7.5% 11,733 9,973 13,493 8.0% 11,000 9,350...
  • Page 55 7 • Document Printer Preventative Maint & Toner Usage INTEROFFICE MEMORANDUM Cathy Jones FROM: Michael Smith SUBJECT: The Typical Printed Page DATE: 10/11/2000 What does the typical printed document look like? Well, across the diverse business community it would be impossible to capture all aspects of printing style within a single page document.

  • Page 56: General Machine Preventive Maintenance

    Chapter 8 General Machine Preventive Maintenance In this chapter: System Preventive Maintenance........8-2 General................8-2 Maintenance Log............8-2 Pre-Service System Check with Remote Diagnostics..............8-3 System Preventive Maintenance Schedule....8-4...

  • Page 57: System Preventive Maintenance

    Schedule, contact your Pitney Bowes Customer Ser- vice Representative at the appropriate intervals to request the necessary scheduled maintenance. You can also contact Pitney Bowes if your system is operating at a reduced effi- ciency. The amount of preventive maintenance for your DocuMatch system will vary significantly depending on the types of paper you use.

  • Page 58: Pre-Service System Check With Remote Diagnostics

    (System Options/Print Demo Piece), or run a 10-piece job from your host computer using all the feeders. 3. Note the system serial number. 4. Call the Pitney Bowes Technical Operations Center at 1-800-253-6565* and ask for a “Remote Diagnostic Analysis” of your DocuMatch system.

  • Page 59: System Preventive Maintenance Schedule

    8 • General Machine Preventive Maintenance Table 8-1 System Preventive Maintenance Schedule Subsystem or Area Cycles Between Remarks Pre-Service System Variable Run as required to Check verify system. Document Printer 250,000 Install PM kit for ™ (Lexmark Lexmark. Document Printer 200,000 Install PM kit for ™...
  • Page 60 Appendix A Introduction to Paper In this appendix : How Paper Is Made............A-2 Paper Characteristics............A-4 Moisture..............A-4 Wire and Felt Sides (of a Sheet of Paper)....A-5 Surface Coating or Finish..........A-5 Body or Strength of Material........A-5 Understanding Paper Ream Labels.........A-6...

  • Page 61: A - Introduction To Paper

    A • Introduction to Paper How Paper Is Made Both the letter to be folded (material or inserts), and the envelope into which it is inserted, are generally made of paper. Most paper is made from wood pulp. However, other sources of cellulose fiber such as certain grasses, cotton, hemp, and jute are also used for manufacturing paper.
  • Page 62 Introduction to Paper • A Left on the wire cloth is a thin sheet of fibers that, when dried and given a finish, becomes paper. The fibers in the sheet are crisscrossed in all directions. Because of the motion of the conveyer, however, most of the fibers align themselves along the direction of the sheet motion.

  • Page 63: Paper Characteristics

    A • Introduction to Paper Paper Characteristics There are several paper characteristics that can prevent your application from being an accurate and productive process. The paper characteristics listed below have a direct affect on the folding/inserting process. • Moisture • Wire and felt sides (of the paper) •...

  • Page 64: Wire And Felt Sides (Of A Sheet Of Paper

    If you will be using glossy paper in your applica- tion, give samples to your Pitney Bowes specialist for testing just to be sure it is suitable for the machine (in most cases it will not be a problem if a release agent was used in the manu- facturing process).

  • Page 65: Understanding Paper Ream Labels

    A • Introduction to Paper Understanding Paper Ream Labels In a ream (500 sheets) of paper, an arrow on the label usually indicates the felt side, while the bottom side is the wire side (paper reams are normally shipped felt side up). Information generally marked on the outside wrapper of a ream includes: •...
  • Page 66 Appendix B Collation Total Thickness Limits In this appendix : Total Thickness Limits..........B-2 Total Thickness Worksheet........B-2...

  • Page 67: B - Collation Total Thickness Limits

    B • Collation Total Thickness Limits Total Thickness Limits For reliable inserting, the total thickness of the collation to be inserted into the envelope must be limited to 0.060 in. You can estimate the thickness using the worksheet in Table B-1. Table B-1 Collation Total Thickness Worksheet Material thickness factors (shown in gray shaded areas):...
  • Page 68 Index...

  • Page 69: Index

    Index Commercial Envelopes 4-4 Index Curl High Curl in Cut Sheets Paper Curl A-4, A-5 Cut Sheet Feeder Materials Aerating Paper Before Minimum Requirements Loading 3-6 Performance Tips 5-4 Minimum Requirements Body or Strength of Paper Material A-5 Performance Tips 2-4 Business Reply Envelopes Cut Sheet Folder (BREs)
  • Page 70 Index Scheduled Preventive Window Envelopes Maintenance 7-2, 8-4 Dow Window Film™ 4-6 Dry Environment Glassine 4-6 and Storage of Mailing Standard Window Materials 2-3 Envelope 4-7 Duplex Function (Lexmark™ Trycite™ 4-6 Printer) 3-6, 3-7 Envelope Printer Minimum Requirements Performance Tips 2-4 Envelope Environmental Conditions Flap 4-8...
  • Page 71 Index Grain Minimum Requirements Grain Direction 2-5, 2-6, 6-3 Caused by Alignment of Performance Tips Fibers A-3 2-5, 2-6, 6-3 Grain Long 3-3, 3-5 Postcards Grain Short 3-3, 3-9 Minimum Requirements Methods for Determining 2-5, 2-6, 6-3 Performance Tips Overview 3-3 2-5, 2-6, 6-3 Pre-Folded Seal Flap Gum 4-8...
  • Page 72 Index Cut Sheet Feeder (Flat Sheets) 2-4 Offset Printer Paper 3-5 Envelope Printer 2-4 Onion Skinned Paper A-5 Insert Feeder 2-5, 2-6 Open-Face Envelope 4-7 Laser Printer 2-4 Operator Panel Handling 2-2 Messages Locally-Manufactured 80 Scheduled Materials 2-3 Maintenance 7-2 Not Suitable for DocuMatch 2-7 Rotation of Stock 2-3...
  • Page 73 Adjusting Lexmark™ Perforated Stock Printer 7-3 Specifications 3-8 Photocopied Material and Cut Sheet Feeders 5-3 Ream of Paper 3-2, A-6 Pitney Bowes Technical Understanding Paper Ream Operations Center 8-3 Labels A-6 Poly-Klear Window Recycled Paper Envelopes. See Paper for Document Printer...
  • Page 74 Index Temperature and Storage of Mailing Seal Flap 4-8 Materials 2-2 Seal Flap Gum 4-8 Test Piece 8-3 Seam Thickness Limits of a Envelope Seam 4-8 Collation 2-6, B-2 Seam Gum 4-8 Worksheet B-2 Side Seam Envelopes 4-4 Toner Cartridge Simplex Function (Lexmark™...
  • Page 75 Index Wire Cloth A-3 Wire Side of Sheet of Paper A-3, A-5, A-6 Xerographic Paper 2-4, 2-5, 3-5, 5-2, 5-4 DocuMatch ™ Mail Materials Reference Guide...

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