Automated Document Factory (ADF)

Capture, manage and share information with ease

Manual processes slow you down and make it harder to adjust to customer expectations, postal rules, market trends and changing regulations. And errors can creep in when production steps are disconnected. Our Automated Document Factory (ADF) print and mail software is an integrated system that delivers:

  • Control: See, manage and report on your entire operation, across sites, from a single dashboard. Switch work easily from one site to another for backup or disaster recovery purposes.
  • Efficiency:
    Cut costs by defining workflows easily, batching small jobs, improving pre- and post-print tasks and eliminating manual errors.
  • Flexibility:
    Adapt to changing business conditions and compliance requirements, bring new work on board, and distribute information via multiple channels — print, web, archive, fax and more.
  • Scalability:
    Start small if you like and add/remove hardware or software as needed, using the same core system. The included IBM® DB2® database grows with you.
  • Integrity:
    Monitor each document through the entire production process, reconcile jobs, automate reprints and prove compliance.
  • Interoperability among devices, applications and processes:
    Use the printers, inserters and software you already have or ask us for recommendations.

Refine requirements with an upfront assessment

With a customized solution like ADF, our assessment is critical for planning and implementing the functions you need — queue management, reports, failover systems, transforms, and so on. In addition to our regular ADF, you can opt for specific solutions such as RICOH ProcessDirector, the backbone software of our ADFs.

 

 

Count on measurable results

Software and workflows are only as good as the results they produce. Our ADFs help you transform any datastream and improve operations by:

  • Meeting deadlines: Track deadline performance automatically. From a single interface, you can see when jobs are on time, late or in jeopardy.
  • Identifying every document: Unique identifiers for every document enable you to make changes quickly, accept new requests and complex jobs, and transition to color more easily.
  • Integrating with other business systems: For example, connect with your CRM database to improve customer service delivery.
  • Keeping your business running: In case of unexpected downtime, our optional automatic server failover works among different devices or sites.

Take advantage of postal discounts

Postage is a big cost-cutting target because it represents the majority of production expenses. But understanding and applying the USPS rules can be daunting. Fortunately, our ADF team is up to speed. We'll implement the rules in your workflow software, and you won’t need to become a USPS expert on top of your regular job.

 

Raise mailroom efficiency

An ADF in your mailroom receives feedback from inserters — every major brand — and it sends and receives inserter commands. Optional mounted scanners can track documents through finishing equipment such as coaters and perfect binders. In addition to automating  reprints, you can:

  • Eliminate manual reconciliation of your inserter process.
  • Monitor existing camera- or file-based inserters to verify that every page and every envelope are in sequence.
  • Detect and log damaged pieces and initiate the reprint, so you touch only the pieces destined for the shredder.
  • Establish rules (splitting/sorting/grouping) to expedite job processing.

Solution Options

Over the years we've developed a few specific Automated Document Factory (ADF) solutions in response to customer requirements: Mailroom Integrity ADF, Output Management ADF and Managed ADF.

Reduce print and mailroom errors, reduce risk

Know that every envelope is mailed with the right customer information. And prove it when you need to. Mailroom Integrity ADF automates mailroom printing and inserting, letting you track pieces from receipt through insertion with 100 percent integrity. It consists of two main functions: receive feedback from inserters and send and receive inserter commands.

Mailroom Integrity ADF connects to every major type of inserter so you can use the equipment you already have or buy the brand you like. 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. You can:

  • Automate reprints —to the printer of your choice — with standard or custom reports
  • Eliminate manual reconciliation of your inserter process
  • Monitor existing camera-based or file-based inserters to verify that every page and every envelope are in sequence. An older inserter can be retrofitted with a camera system. In fact, our solution connects to any file-based inserter from any vendor.
  • Detect and log damaged pieces. The solution automatically detects the error and initiates the reprint. Touch only the pieces that go to the shredder.
  • Split/sort/group. Establish rules to help process jobs more efficiently. For example:
    • Change the mail piece production sequence
    • Split larger jobs into smaller jobs
    • Send jobs to different printers and inserters
    • Tag separate documents for e-delivery or PDF archival
Manage one or more sites from a single point of control

Just how easy can it be to keep an eye on your multisite operation? Easy. With ADF Output Management, you can spread work among multiple sites to more fully use your devices or produce the work closer to its ultimate destination. And switch work from one location to another if you need to for backup or disaster recovery purposes. Our ADF team partners with you to assess your environment, select the appropriate functionality—such as print control and queue management, reports, failover systems, transforms, management by deadline and so on—and implements the solution. You can:

  • Batch small jobs. Drive printers and inserters more efficiently, and automatically determine the best flow of jobs.
  • Meet deadlines. Track deadline performance automatically. From a single interface, you can see when jobs are on time, late or in jeopardy.
  • Identify every document. Unique identifiers for every document enable you to make changes quickly, accept new requests and complex jobs, and transition to color more easily.
  • Keep your business running in case of unexpected downtime with optional automatic server failover across devices, between sites, or around the world.
  • Integrate with other business systems, such as customer relationship management (CRM) databases to improve customer service delivery.
Go to the cloud and skip the capital investments

Avoid capital outlays and just make a low upfront investment. Managed ADF gives you all the benefits of a traditional ADF except you pay as you go for services, relying on us for IT and daily administrative support. Choose one of two options:

  • Powered by the cloud
    We host your print-to-mail software in a highly secure and redundant data center. We provide IT configuration and maintenance remotely, along with business continuity capabilities and access to additional services when you want to expand your capabilities.
  • Locally hosted
    You host your print-to-mail software at your location(s). We supply all required server hardware and software, and provide the IT configuration expertise along with remote maintenance. Advanced and custom configurations are available.