ADF for Mailroom Integrity

Automate, track, and meet compliance—effectively.

The ADF Solution for Mailroom Integrity.

Do you still process some projects by hand? Manual reprinting and manual reporting (or worse, no reporting) leave your operation exposed to errors and liability, as well as higher-than-necessary costs. Our ADF Solution for Mailroom Integrity resolves these issues, reduces labor costs and streamlines operations.It does this by:

  • Fully automating reprints—to the printer of your choice
  • Tracking mail pieces from receipt through insertion,so you can prove compliance
  • Eliminating manual reconciliation of your inserter process
  • Giving you reports that validate every document was processed successfully

A unique solution that stands alone.

Our ADF is not tied to any single hardware or software vendor—providing a fresh,independent approach to creating a high-integrity mail environment. Our Mailroom Integrity solution is connected to every major type of inserter, many in mixed environments. And it doesn't stop there. With the assistance of bolt-on scanning solutions, we track documents through other finishing equipment, such as coaters and perfect binders, producing an unprecedented level of manufacturing integrity.

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ADF Solution for Mailroom Integrity: features and benefits

An ADF Solution for Mailroom Integrity can be tailored to your requirements with one or more of the following features:

  • Inserter feedback. Verify successful insertions and list damaged ones. Damaged jobs are automatically sent back to the printer of choice.
  • Reports. Verify that every document is printed and inserted properly.
  • Monitoring of existing camera-based or file-based inserters. (An older inserter can also be retrofitted with a camera system. In fact, our solution connects to any file-based inserter from any vendor.) Verify that every page and every envelope are in sequence.
  • Detection and logging of damaged mail pieces. Organizations can adopt a "touch and toss" policy. The solution automatically detects the error and initiates the reprint. The only mail piece that needs to be handled goes to the shredder.
  • Routing of damaged mail pieces to the printer of choice, to avoid interruption. Free production printers and eliminate unnecessary changeovers.
  • Status. See in real time what's happening to any document.
  • Split/sort/group capabilities. Establish rules to help process jobs more efficiently. For example:
    • Change the mail piece production sequence
    • Split larger jobs into smaller jobs
    • Manage workload to different printers and inserters
    • Tag separate documents for e-delivery or PDF archival

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ADF for Mailroom Integrity is divided into two major functional solutions:

  1. Receive feedback from insertion
    A results file can be built at the inserter station, by the inserter or by an operator with a hand scanner, or even manually at the Ricoh ProcessDirector GUI. This file is compared with the original print datastream, and lets the operator easily validate job completion or identify documents that need to be reprinted.

  2. Send and receive inserter commands
    Create an inserter control file for direct communication with an inserter. The file instructs the inserter's software (e.g., Pitney Bowes DFWorks, Kern mailFactory, Ironsides APT, Bell + Howell's Item Management, etc.), with parameters about the job, which can include pocket-drop logic. After a job has completed processing, the inserter software returns the job to Ricoh ProcessDirector, which logs the success and reprints any failures. Administrators can configure this job setup to enable automatic reprinting (touch-and-toss) or request that an operator validate the final damage count and reconciliation.

Bolt-on scanners/cameras: piece-level accountability within your existing operations

Rather than buying a new inserter to achieve integrity, consider an add-on camera and scanner. Using the same principle as a file-driven inserter platform, these utilitarian solutions can greatly extend the life of your existing investments. They can be applied to printers, inserters and finishing equipment, depending on the level of integrity needed. Our open, agnostic system tracks across multiple equipment platforms, simultaneously and in real time. Consider these options on an inserter:


Number of scanners/cameras:

One scanner/camera

Validation of completed mailpiece at inserter output tray, final manifest and time/dated audit trail

Two scanners/cameras

Validation of page sequence, for inserters without sequence sensors

Three or more scanners/cameras

Validation of pocket drop, validation that the proper content was loaded in the pocket, validation of accurate page matching within an envelope

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RPPS and LADWP Win Award

Xplor Technology Application of the Year.

Find out more

RPPS and LADWP Win Award

Xplor Technology Application of the Year.

Find out more

RPPS and LADWP Win Award

Xplor Technology Application of the Year.

Find out more