At Document Fulfillment Services (DFS), turning a digital file into a professionally printed and mailed piece is more than just a process—it’s a streamlined experience built on precision, reliability, and efficiency. 

From File to Finished: The Mailroom Experience offers a clear, step-by-step look into how we handle your documents—from the moment they arrive in our system to the time they’re sealed, sorted, and sent on their way. 

Whether you're new to our services or simply want a better understanding of what happens behind the scenes, this guide is designed to provide insight into the workflow that drives our commitment to quality and timeli

DFS Help Space

From File to Finished: The Mailroom Experience

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).

Direct_Print

This is part of Canon's VarioPRINT 6000 TITAN series, designed for high-volume, monochrome production printing. This assists with setting up the Media, Preferences, Workflows, Configuration of the overall printer. 

VarioPRINT_6330

HOAM-9

HOA #9 Windowed Remit with TRIPLE/HIDDEN Window

HOAMBLT-09-3WIN

HOA_Stamps

HOA #9 Double Window #9 - Genetic with STAMP. 

HOAM-9-STAMPED

HOA #9 Windowed Remit envelope with TRIPLE/HIDDEN Window with STAMP.

HOAMBLT-09-3WIN-STAMPED

Refers to the controlled procedure used to safely power down the printer at the end of a production cycle shift. 

Shut_Down

Refers to the sequence of steps taken to safely power on and prepare a SCREEN printer for operation. 

Start-Up

Oce VarioPrint 6250 Printer that handles all printing for work orders requiring non roll paper stock.

Dallas

Phoenix

RISO Inkjet Color printer that handles printing for Direct Print jobs, as well as work orders that require color printing and shelf stock. 

RISO

SCREEN 520S Press printer that handles printing for all work orders requiring roll paper stock. 

520S

SCREEN NX Inkjet Truepress printer that handles printing for all work orders requiring roll paper stock. 

NX_Inkjet

Apollo

Poseidon

Oce VarioPrint 6250 Printer that handles all printing for work orders requiring non roll paper stock. 

Athena

A free, open-source development platform created by Microsoft that allows developers to build and run applications for web, desktop, mobile, cloud, gaming, and IoT using languages like C#, F#, and Visual Basic.

.NET

C# (pronounced "C-Sharp") is a modern, object-oriented programming language developed by Microsoft for building a wide range of applications across desktop, web, mobile, and cloud platforms.

This type of work order involves printing and mailing out postcards. 

Postcards

Used for quality control and verification before full production. This type of work orders are data handling and processing without physical printing. This ensures data formatting, and when applicable, workflow automation. 

Test_-_Processing_Only

Used for quality control and verification before full production. This type of work orders include a full test run of printing, inserting, and shipping to check the entire workflow. 

Test_-_Printing_Inserting__Shipping

Used for quality control and verification before full production. This type of work orders refers to jobs that must be printed, and inserted into envelopes but not shipped/mailed out. 

Test_-_Printing__Inserting

Used for quality control and verification before full production - This type of work orders refers to a test batch that is printed and then shipped to verify both the print & delivery processes. 

Test_-_Printing__Shipping

Used for quality control and verification before full production - This type of work orders are a trial run of printing without inserting or mailing. 

Test_-_Printing_Only

Refers to a type of work order/job that was printed outside DFS but must be inserted, and then mailed at DFS. 

Insert__Mail

Refers to a full-page insert work order that must be printed, and folded inhouse. To be included with a job later.

Insert_-_Full_Page

Refers to an Insert work order that is pushed for printing & cutting. 

Insert_-_Buckslip

Refers to the type of work order that involves a combination of both electronic and printed services. 