Pitney Bowes DocuMatch Integrated Mail System User manual

MAIL MATERIALS REFERENCE GUIDE

SV60822 Rev. A
First Edition, October 2000
©2000 Pitney Bowes Inc.
All Rights Reserved.
This book may not be reproduced in whole or in part in any fashion or stored in
a retrieval system of any type or transmitted by any means, electronically or
mechanically, without the express written permission of Pitney Bowes Inc.
We have made every reasonable effort to ensure the accuracy and usefulness
of this publication; however, we assume no liability for any errors or omissions,
or for the misuse or misapplication of our publications or products.
Due to our continuing program of product improvement, equipment and material
specifications as well as performance features are subject to change without
notice.
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
are trademarks or registered trademarks of The Dow Chemical Company.

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
Materials Not Suited for DocuMatch™.......................2-7
3 - Paper for Document Printer
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

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
5 - Cut Sheet Feeder Material
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
ii

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
Replica of Sample Page Showing
5% Print Coverage...............................................7-6
8 - General Machine Preventive Maintenance
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
iii

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
iv

Contents
List of Illustrations and Tables
Figure Description Page
v
3-1 Grain Long and Grain Short Direction...............3-3
3-2 Checking Grain Direction..................................3-4
3-3 Aerating Paper Before Loading.........................3-6
3-4 Flexing Paper Before Loading...........................3-7
3-5 Perforated Stock Specifications for
DocuMatch™.......................................................3-8
4-1 Envelope Curling Can Cause Problems............4-5
4-2 Window Envelope Standard for DocuMatch™...4-7
4-3 DocuMatch™Specifications for #10
Envelope Dimensions........................................4-11
7-1 Reduced Replica of 8-1/2 x 11" Sample
Page With 5% Page Coverage..........................7-6
A-1 How Paper Is Made..........................................A-2
A-2 Two Sides of a Sheet of Paper...........................A-3
A-3 Understanding Paper Ream Labels..................A-6
Table Description Page
2-1A DocuMatch™Mail Materials Reference.............2-4
2-1B DocuMatch™Mail Materials Reference.............2-5
2-1C DocuMatch™Mail Materials Reference.............2-6
3-1 Document Printer Materials Reference.............3-5
3-2 Letterhead Paper Loading Guidelines for
C-Fold and Z-Fold.............................................3-7
4-1 Envelope Trade Numbers and Sizes.................4-3
4-2 Envelope Materials Reference...........................4-12
5-1 Cut Sheet Feeder Materials Reference.............5-4
6-1 Insert Feeder Materials Reference....................6-3
7-1 Estimated Toner Yield........................................7-5
8-1 System Preventive Maintenance Schedule.......8-4

vi

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

1-2
1 • Introduction
DocuMatch™ Mail Materials Reference Guide
Purpose of This Guide
We have designed the DocuMatch™Mail Materials Reference
Guide as a handy reference tool to provide you with useful
information about mailpiece materials. This guide will help you
to identify the proper materials to use and to determine
whether certain materials are within specifications. We have
also included some preventive maintenance
recommendations.
The ultimate goal of this guide is to help you to make your
DocuMatch system and your DocuMatch mail jobs run at
optimum efficiency.
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.
This booklet is small enough to carry with you as needed for
visits to the post office, office supplies vendors, or your other
office locations.

2-1
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

2-2
2 •General Material Specifications and Storage
DocuMatch™Mail Materials Reference Guide
Whenever you transport material, handle it with care. Careful
handling will extend the usable life of the material and main-
tain machine productivity.
Avoid exposing cartons of materials to the elements. Pro-
longed exposure to intense sunlight, high humidity, and so on,
can compromise the performance of material.
Handling
Store materials in a controlled environment. These cautions
apply:
•Store materials away from moisture if possible. A nominal
temperature range of 68-75 degrees F (21-24 degrees C),
50% humidity, is recommended. Since envelope formula-
tions vary, it may be helpful to experiment with tempera-
ture and humidity limits above and below the specified
nominal figure. This will help determine the values for
achieving best productivity with material. It is best to
accumulate data over a period of several weeks for each
value of temperature and humidity.
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.

2-3
General Material Specifications and Storage •2
DocuMatch™Mail Materials Reference Guide
Rotate the stock, noting the following points:
•Control the inventory. Rotate the stock, using the oldest
stock first (first in, first out).
•If your storage area is compatible with our storage envi-
ronment guidelines (see previous section) and your work
area is not, transfer cartons from the storage area to the
work area no more than several hours before use.
•If your work area is compatible with our storage environ-
ment guidelines (see previous section) and your storage
area is not, transfer cartons from the storage area to the
work area at least 24 hours before use.
•Do not remove envelope or enclosure boxes from their
cartons until you are ready to load them on the work table.
Locally-Manufactured Materials
If you live in an extreme climate, we recommend that you buy
mailing materials manufactured locally. By doing this, you may
avoid significant changes in environmental conditions that
may cause performance problems.
Rotation
•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. Humid conditions
may make paper limp and difficult to handle and may
cause curl.
•Do not stack cartons more than five feet high; any higher,
and you can deform the bottom cartons and damage the
envelopes. Stack cartons so that all envelopes stand on
edge. The lid of the box should be uppermost when
stacked. Boxes should remain closed until envelopes are
required.

2-4
2 •General Material Specifications and Storage
DocuMatch™Mail Materials Reference Guide
Table 2-1A
DocuMatch™ Mail Materials Reference
Source Minimum Requirements Performance Tips
Doc.
Printer
(Laser
Printer)
•8-1/2 x 11"
•Xerographic copy
paper, 20-24 lb. bond
•24 lb. paper may be
microperfed (see page
3-8 for details).
•Grain long
•Some preprinted
letterhead paper or
previously copied
paper may cause
feeder problems and
should be tested first.
•Avoid recycled
materials.
Insert
Feeder
Pre-folded Inserts (C-fold,
1/3 size):
•3 x 5" to 3-7/8 x
8-7/8"
•20 lb. bond
•24 lb. bond
•50-80 lb. coated offset
•50-70 lb. uncoated
offset
•80 lb. uncoated offset,
smooth
BREs:
•#9 standard envelope
(3-7/8 x 8-7/8")
•Check size
(3-5/8 x 8-5/8")
•20-24 lb. bond, all
types, smooth, glossy,
or flat
Postcards:
•As above (includes
7-point reply)
Pre-folded Inserts (C-fold,
1/3 size):
•Do not use Z-fold
material.
•Material that is highly
varnished will
contaminate the feed
belts.
•Do not use light-weight
inserts less than 16 lb.
•Do not use any inserts
with significant curl.
BREs:
•Closed flap with or
without window
•You may also use
#8-5/8 and #7 BREs.
Postcards:
•Thickness range:
0.007" to 0.0095"

2-5
General Material Specifications and Storage •2
DocuMatch™Mail Materials Reference Guide
Table 2-1B
DocuMatch™Mail Materials Reference
Source Minimum Requirements Performance Tips
Cut
Sheet
Feeder
(Flat
Sheets)
•8-1/2 x 11"
•Xerographic copy
paper 20-32 lb. bond
•60-80 lb. offset
•Grain long
•3/8" curl maximum
•Dimensional tolerance
is ± 1/32"
•Glossy materials may
be used but must not
be statically charged.
•Materials that are
varnished on both
sides and are very
slick must be tested
first.
•Avoid recycled
materials.
•Heavier materials may
not perform as well.
Test them first.
•The fourth sheet of a
four-page document
cannot be a 50 lb. or
60 lb. cut sheet.
•Do not use laser-
printed paper.

2-6
2 •General Material Specifications and Storage
DocuMatch™Mail Materials Reference Guide
Collation Total Thickness Limits
For reliable inserting, the total thickness of the entire collation
to be inserted into the envelope must be limited to 0.060 in.
You can estimate the thickness using the table in Appendix B.
Table 2-1C
DocuMatch™Mail Materials Reference
Source Minimum Requirements Performance Tips
Envelope
Printer
•Use only #10 size
(4-1/8 x 9-1/2").
•Dimensions from
envelope to envelope
should not vary more
than ± 1/16".
•24-28 lb. bond basis
weight
•Guidelines for curl:
»1/4" curl maximum
on any one corner
»3/8" combined curl
maximum for entire
envelope
»1/8" curl maximum
on flap
•Guidelines for
window:
»1-1/8" high
»4-1/2" wide
»7/8" from left edge
of envelope
»5/8" from bottom
edge of envelope
•Avoid weights less
than 24 lb. bond.
•Web-fed preferred
over die-cut.
•Side seam better than
diagonal seam.
•Side seam preferred
over executive or
commercial.
•Avoid recycled
materials.
•Window envelopes
may be used, but any
window material must
be secured with no
loose edges.
•Do not use open-
faced window
envelopes.

2-7
General Material Specifications and Storage •2
DocuMatch™Mail Materials Reference Guide
Materials Not Suitable for DocuMatch
The materials listed below are not suitable for use with the
DocuMatch system:
Blueprint and Brownprint
Book covering materials
Book papers—coated
Book papers—uncoated
Bristol
Carbon paper
Carbonless paper
Cut-size duplicating
Groundwood
Labels—dry gummed
Labels—heat sealed
Labels—pressure sensitive
Ledger
Lightweight
Manifold
Newsprint
Non-paper substrates
Paperboard
Pressure-sensitive paper,
films and foils
Publication paper—coated
Publication paper—uncoated
Recycled paper
Supercalendered paper
Tag
Text and cover
Tyvek

3-1
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