A straightforward guide to getting started with Document Fulfillment Services (DFS)

We start by getting to know you and your mailing needs. Here are a few things we'll ask:

This helps us understand what you're trying to accomplish, so we can build the right solution for you. 

Once we understand your job, we'll build a custom quote. It includes:

When you get your first invoice, there won't be any surprises.

When the quote looks good to you, we'll finalize things with an agreement. This makes sure:

We'll ask you to send us samples of the documents again that you provided in Step 1.

We'll review it/them and offer suggestions to make sure the document works well for printing and mailing. 

Behind the scenes, we create a simple system (we call it an "app") that knows how to handle your files automatically - so there's no manual setup each time. 

We'll send you digital (or printed) samples from your app. This is your chance to check:

If it all looks great, we're ready to go.

Your project is now active. From now on, you'll send us files and our system will take care of the rest. 

In the beginning, we'll watch things closely to make sure everything runs just right. 

Becoming A Customer of DFS

DFS In Action

Reports and Invoices

From File to Finished: The Mailroom Experience

A summary of customer usage within a selected timeframe, including totals for images, mail pieces, inventory items, and postage used. 

Customer_Analytics

Refers to the printer's impression counter, tracking the total number of images printed. This log functions similarly to a mileage counter, showing overall printer usage over time. 

Click_Counts

Refers to the rework of printed materials that were previously produced but must be printed again due to defects, errors, damage, or failure to meet quality or customer requirements.

Reprint

Responsible for overseeing production operations, leading teams, and ensuring performance, quality, and efficiency goals are consistently met. Provides direction, coaching, and coordinates with other departments to align production flow. 

Production_Supervisor

Leader responsible for overseeing daily production activities, and setting up jobs accurately, and based on priority. First in line for operator related escalations with work orders, and communication with upper management. 

Production_Lead

Person responsible for completing manual tasks such as hand inserting documents, collating, sorting, labeling, bundling, or packaging materials that have a higher page count and do not qualify to be mailed as Letters. 

Hand_Work_Operator

Person responsible for operating inserting equipment that places printed letters, into envelopes or packages for mailing distribution. Operator reviews work orders, sets up machines, monitors accuracy and troubleshoots machine issues. 

Insert_Operator

Person responsible for setting up, running, and maintaining printing equipment to produce work order output. Preparing jobs, monitors quality, troubleshoots issues while using the Flight Status system. 

Print_Operator

OperationsManager

CalSAWSProgrammer

CalSAWSAccountSvcRep

A non-folded piece of mail that contains 75 pages or more.

OVERSIZED

A non-folded piece of mail that consists of 19-74 pages.

FLAT

A half-fold letter sized piece of mail that consists of 10-18 pages.

LETTER6X9

A standard letter-sized piece of mail that consists of 7-9 pages. 

LETTERHW

Pre-built tickets used to create tickets quickly and consistently. These help ensure required information is captured upfront, reduce manual entry, and standardize how common request are submitted and handled. 

FD_Ticket_Templates

Provides a high-level overview of the inventory item and its key identifying details. This tab displays the item name and number, a visual reference of the item, current quantity on hand, as well as other important historical details. 

General_Tab

A process that is used and follows USPS rules and ensures an official proof of mailing receipt as proof the item was sent. This includes a unique tracking number to monitor delivery status. 

Certified_Process

Alternate_Format_Large_Print_LGP

General file that remails open or unprotected. 

Alternate_Format_Data_Not_Encrypted_DEE

General file format protected with encryption. 

Alternate_Format_Data_Encrypted_DEN

Braille data protected for secure access or distribution. 

Alternate_Format_Braille_BRL

Audio file accessible without encryption. 

Alternate_Format_Audio_Not_Encrypted

Audio file protected or encoded for security. 

Alternate_Format_Audio_Encrypted_AEN

Twin Printer or Twin Performance Mode. Refers to the printer using two imaging engines working in tandem - one for each side of the sheet. (Duplex printing)

Magnetic Ink Character Recognition - a specialized printing technology used primarily for printing checks and other financial documents. 

MICR

Restriction of Hazardous Substances. The materials used in its circuit boards, wiring, and plastic parts don't contain high levels of harmful chemicals. It's safer to handle, better for recycling, and environmentally friendly compared to others. 

RoHs_Compliant

Refers to the process of feeding roll of paper, known as a "web", through the press. This is all managed by a series of rollers that keep the paper taut or stretched as it travels through the machine. 

Webbing

Refers to a production-grade digital press that can print out at high-speeds while handling variable data on the fly. Streamlining production operations, from roll to cut-sheet, for greater efficiency. 

SCREEN_NX_Inkjet_TruePress

Refers to a fully automated inserting system designed for high-volume production environments. It collates, folds, inserts, seals Letters into envelopes, at high speeds reducing manual labor.  

autoSET_GRB_High_Speed_Inserter

Refers to a fully automated mail inserting system designed for high-volume production environments.  It collates, folds, inserts, seals Letter, or Flat envelopes at high speeds reducing manual labor. It combines speed, flexibility and precision. 

autoSET_B4_High_Speed_Inserter

Refers to a high-performance automated mailing system designed to take the inserting complexity out of preparing mail. This machine folds, collates multiple pages, inserts, and seals them, while verifying accuracy through advanced control features. 

Neopost_DS_600i_Inserter

Grams per square meter - this metric unit is used to measure the weight and density of paper by indicating how many grams of a single square meter of the paper would weigh. Higher GSM number = Heavier and Thicker Paper stock. 

Refers to the standardized electronic file format used by mailing industry to communicate detailed data about a mailing job in the US. Linked data files that describe: Mailing structure, postage details, piece details and other job information.

Mail.DAT

Is the United States Postal Service's online business platform that allows mailers to manage and submit mailing documentation electronically. Replaces manual hardcopy paperwork for mailings. Submits and manages postage statements and Mail.DAT files. 

PostalOne

Refers to the scheduled date by which a job must leave the production floor to meet downstream deadlines such as client-specific SLAs. 

Departure_Due_Date

TeamLead

ProjectManager

Refers to a predefined value (or limit) that acts as a trigger for CalSaws processing used during high volume runs. 

Threshold

Is a mechanized tray designed to store and dispense paper (inserts) one at a time into the inserting track. Each hopper can be adjusted for different sizes and types of media and programmed to release in a precise sequence for assembly and mailing. 

Hopper

A bill for the total postage used during a billing period.

Postage_Invoice

A prepaid account that holds funds specifically designated for covering future postage expenses. 

Postage_Escrow

USPS

Refers to any printed or unprinted paper that is rendered unusable or unsuitable for its intended purpose during the production process. This includes paper that must be discarded due to errors, malfunctions, or setup processes. 

Waste_Paper

Refers to a suction-based mechanism used to pick up and separate individual sheets of paper from a stack. It plays a crucial role in ensuring accurate, consistent, and reliable feeding. 

Vacuum

A missed feed happens when the feeder fails to delivery any sheet during a feed cycle. This creates a gap in the document flow that can lead to incomplete mail pieces, frequent production stops and rework causing delays in the process. 

Missed_Feeds

Occurs when the feeder accidentally picks up two or more sheets at once instead of a single sheet in the Feeder. This can result in envelopes containing incorrect or extra pages.

Double_Feed

Mechanical module designed to pick up and deliver individual sheets or inserts from a paper stack into the inserter track. It is one of the first and most critical stages in the inserting process. It separates and feeds one sheet at a time. 

Feeder

Formerly known as Standard Mail is bulk mailing service designed for advertising, newsletters, and other correspondence that is not personal or time-sensitive. 

Marketing_Mail

Mechanical guides within the folder section that control the number, type, and position of folds (e.g., C-Fold, Z-Fold, Half Fold) applied to all documents before they proceed to the insertion station of the machine if one is available.

Fold_Plates

A mechanism within the autoSET MB inserting equipment that gathers multiple sheets of paper intended for the same recipient (keyline) into a single, ordered set. Grouping them by barcode logic that is read on the machine. 

Accumulator

Refers to a section of the machine that temporarily holds and stages documents before they are moved to the inserting section. This helps with mail pieces that have more than one page, as it ensures the complete mail pieces are correctly assembled.

Buffer

These are mechanical controls on folder machine that allows operator to precisely set and regulate the pressure between rollers. These dials are critical for achieving the correct roller tension needed to feed and fold paper accurately. 

Adjustment_Dial

Rollers that are divided into multiple "segments," each of which can operate together or individually. They ensure even contact and consistent tension across the width of the sheet; they guide and transport paper through folding plates and rollers.

Segment_Rollers

Refers to the amount of pressure applied between the rollers that feed, guide, and fold the paper through the machine. The tension controls how tightly or loosely the rollers grip the paper as it moves through each stage of the folding process.

Roller_Tension

When a double stuff occurs or if a mail piece is removed before the "sets" counter in the inserting machine.

Under_Piece

When the inserting machine camera gets a bad read and splits the mail piece into two or more sets. 

Over_Piece

Refers to a clear, unprinted margin surrounding a 2D barcode. It is free of any text, graphics, or borders and is critical to the barcode's readability and proper scanning. It prevents misreads or scan errors and ensures scanning accuracy. 

Barcode_Quiet_Zone

This part on the inserting machine tracks the number of processed pieces, allowing operators to monitor the production volume, identify discrepancies, and maintain accurate records. 

Machine_Counter

Refers to an automated procedure that detects and removes mail pieces from the production flow when an error occurs or a condition is met in an inserting machine. This is a critical process that ensures accuracy, and quality of outgoing mail. 

Divert

A centralized job management software used to control and monitor print production on EFI Fiery servers.

Command_Workstation

A powerful automation software designed to streamline and manage prepress and print production workflows. It allows print service providers to build custom workflows that automate repetitive tasks, reduce manual errors, and increase productivity.

JobFlow

Refers to the numbering and sequencing of pages within a document set. This ensures that all pages belonging to a single recipient are printed, grouped, and inserted in the correct order.  

Pagination

On jobs that require additional insert materials, an insert code is added to the keyline data line to aid production teams on configurating equipment to correctly call, pull and insert into the required mail piece(s). 

Insert_Code

These are sequences of data, that is printed as a barcode that automate how our inserting machines pulls, collates, folds, inserts and sorts documents in all jobs. These codes communicate with the inserter machine's software to correctly insert mail.

Binary_Code

Determines how a print file must be printed; One-Sided or Two-Sided. 

Print_Mode

Refers to the adhesive label issued by USPS that indicates prepayment of postage for mailing a letter or package. 

USPS_stamps

Refers to a method that involves tapping the mail piece on all sides to verify that the delivery address remains visible within the window, with a 1/8-inch clearance on all sides. This to prevent the mail from being mis-sorted during automation.

Tap_Test

Is an official form from the USPS that provides proof that your mail was sent. It shows the date your mail piece(s) was accepted by USPS, but it does not include tracking or insurance. Available for First-Class Mail, Priority Mail, and Foreign. 

Certificate_of_Mailing_PS_Form_3817

It's a high-volume machine with key features like applying postage to mail by weighing and rating on the fly with an integrated scale and rate calculator to ensure each mail piece has the correct postage based on weight and destination.

Neopost_IS5000AI_Meter_Machine

Refers to the process of sending print files (PDFs) through a print management software where operators can control and customize print settings such as paper type, color profiles, finishing options. It allows for preview and file organization. 

Standard_Printing_Fiery_Command

Refers to a system-generated number based on the most recently created item. This number is primarily used by the programming team to reference and point to the appropriate variable inventory required for jobs that require variable inserts in prod. 

Current_Number

Refers to the printed indicator that signals the beginning of a new page within the printed roll for accurate alignment. 

TOF_Mark

Optical Mark Recognition Sensor is designed to detect marks printed on the paper to signal/trigger where to perforate, cut, stack the paper.

OMR_Sensor

Refers to the configuration process of the TECNAU perforation module that enables the creation of horizontal/vertical perforations on printed jobs. Adjusting the blades, position, depth, job parameters, paper path alignment and sensor calibration.

Perforator_Pro

Refers to the controlled process of replenishing the printer's ink reservoirs with approved ink cartridges/containers specific to the printer model. The process ensures that the ink supply remains at a good level to support consistent image quality. 

Ink_Fill

A vibrant yellow: used to create greens, oranges, and many skin toes when mixed with cyan and magenta. 

Y__Yellow

A purplish-pink shade: one of the primary colors used to create reds, purples, and more when blended with others. 

M__Magenta

A bright blue shade: one of the primary colors used in color mixing for printing. 

C__Cyan

"K" stands for Key, which is the black plate in traditional printing. It's used to add detail, depth, and contrast. 

K__Black

K = Black | C = Cyan | M = Magenta | Y = Yellow. Together, KMCY inks combine in various percentages to reproduce a full-color spectrum in printing-commonly known as CMYK printing. 

KCMY_-_Color_Denomination

Refers to the work that is performed to wipers that over time accumulate ink buildup, dust, and paper fibers, which can interfere with effective head cleaning and cause streaks, smudging, or nozzle blockage. 

Wiper_Cleaning

Refers to the work that is performed to remove dried ink, debris, or air bubbles from the printhead nozzles, ensuring stable jetting, proper droplet formation, and high-quality output. 

Head_Cleaning

Refers to the section in the printer's control interface that manages and monitors air compressor system, which is essential for several core printer functions. 

Air_Compressor

RTB_700_-_RCB

RTB_500_-_BPM

RTB_400_-_BRN

California Board of Naturopathic Medicine. 

RTB_300_-_CBNM

A precision device that trims the roll paper to the correct length or separates printed files; integrated with the press for inline finishing. 

Cutter

A hollow, expandable shaft inserted into the roll's core; inflated using air pressure to hold the roll in place during operation. 

Air_Shaft

The process of connecting the end of one roll paper to the beginning of a new roll to allow continuous operation without stopping the press. 

Splice

A motorized unit that holds and feeds rolls or paper into the press; regulates tension and ensures smooth feeing. 

Unwinder

Prints on both sides of the paper (front and back). Types: Long-edge binding: Like a book, flips pages side-to-side. Short-edge binding: Like a notepad, flips page top-to-bottom. 

Duplex

Prints on One-Side of the paper only. Usually the Front side of the page. 

Simplex

It's a centralized, remotely accessible hub, giving print operators the tools to stay productive, efficient, and in full control of the jobs once sent to any of the Canon printers. 

PRISMAsync_Remote_Manager

Refers to a workflow setup in programming on jobs that require more than one paper stock. This is setup to automatically pull different pages from different trays based on the media requirement. (e.g., Page 1 from Tray 1 and Page 2-3 from Tray 2).