Materials Reference Guide. Printing & Packaging Requirements for Production Materials

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1 Materials Reference Guide Printing & Packaging Requirements for Production Materials

2 Table of Contents DST Output Services... 3 Calling DST Output... 3 Printing & Packaging Requirements for Production Materials... 4 Introduction... 4 Printing Requirements for Inserts... 5 Insert Identification... 5 Finished Dimension Requirements... 6 Fold Requirements... 8 Staple Requirements... 9 Sticker Requirements... 9 Miscellaneous Insert Requirements Contingency for Damage When Inserts are Due Packaging Pallet Requirements Pallet Requirements for Roll Stock Bulk Packaging Special packaging requirements for Roll Stock Labeling Sample Label Unidentified Packages Special Handling Fees Excess Inserts Unused Inserts Storage Appendix Table of Contents

3 DST Output Services DST Output (DSTO) is one of the largest First-Class mailers in the United States, printing and mailing over 100 million statements every month. Our integrated system environment ensures accurate, professional statements, containing the right inserts, delivered on time. This Material Reference Guide is the guidelines for all new inserting equipment. If you need guidelines on legacy inserting, please contact your Client Service Representative. DST Output expects all suppliers to follow DSTO requirements regarding identification and packaging of all materials. DSTO reserves the rights to reject and return the material should it fail to meet the applicable specifications. However, DSTO will first try to resolve the situation by contacting DSTO Client Services and/or the supplier. Calling DST Output If you have any questions regarding how to obtain an insert number, phone our: Client Product Support department toll free: Press 2 for Client Product Support, and then press 1 to obtain an insert number. If you have any questions regarding inserting, phone our: Client Product Support department toll free: Press 2 for Client Product Support and then press 3 for a Client product Support Analyst. If you need to reach a Client Services Representative, phone your local representative. Materials Reference Guide Page 3

4 Printing & Packaging Requirements for Production Materials This reference guide contains the detailed printing requirements for inserts that include insert identification, dimensions, and paper/fold requirements in addition to contingencies and miscellaneous requirements. It also contains packaging requirements that include carton dimensions, labeling, when inserts are due, and how DST Output handles unidentified packages. Specific fees are not included in this reference guide. The contract price may differ from the standard rate card. Any deviations to requirements in this reference guide may result in additional fees as identified in your Services Agreement or Appendix 1. Your rates can be obtained by contacting your Client Services Representative. DST Output expects all suppliers to follow DSTO requirements regarding identification and packaging of all materials. DSTO reserves the rights to reject and return the material should it fail to meet the applicable specifications. However, DSTO will first try to resolve the situation by contacting DSTO Client Services and/or the supplier. Introduction This reference guide describes the requirements you need to observe when printing and packaging inserts for our production process. Requirements are provided so that you can supply them to your printer and avoid delays or special handling. These requirements are for your protection in controlling costs and resources. If you have any questions about the requirements in this reference guide, contact our Client Product Support Department at , press 2 for Client Product Support and then press 3 for a Client Product Support Analyst. Non-compliance with these insert and packaging requirements can result in inserts being unusable or require special handling. Materials Reference Guide Page 4

5 Printing Requirements for Inserts The following sections include requirements for inserts, dimensions, paper, folds, staples and stickers, in addition to some miscellaneous requirements. Insert Identification All inserts that arrive at DST Output must have the insert identification (ID) number printed on the pieces, visible on the outside of each insert in its finished form. The insert ID number on each insert avoids the possibility of the insert arriving at DST Output as unidentified and ensures that your customers receive the correct inserts. Inserts arriving at DST Output without the insert ID number printed on the piece or the incorrect insert ID number will require special handling. If inserts are printed and they have incorrect text and they have been received by DST Output, and you plan to reprint with the correct text, a new insert ID number must be supplied and a new Insert Order form must be submitted to Client Product Support. cpssp@dstoutput.com or fax number: is the preferred method of receipt by Client Product Support. You ll need to provide instructions to Client Product Support or your Client Service representative for disposition of the insert with the incorrect text. DST Output will not be responsible for loss or mishandling of inserts that are not printed with the DST Output assigned insert ID number. Unidentified inserts will cause a significant delay in the mailing of your statements. Unidentified inserts cannot be logged into the inventory system and are not considered received. Inserts will be discarded if they remain unidentified for 60 days or if the unidentified inserts have an offer expiration date less than 60 days. Materials Reference Guide Page 5

6 Finished Dimension Requirements Insert sizes are based on the size of the sending envelope and on the capabilities of DST Output equipment. Dimension requirements for inserts are as follows: Maximum Height: The maximum height of an insert is the LESSER of: 3/8 less than the height of the sending envelope; OR 4 ¼ Maximum Length: The maximum length must be no greater than ¾ LESS than the length of the sending envelope. For example, if the length of the sending envelope is 7, then the maximum insert length is 6 ¼. Minimum Height: The minimum height of an insert is 3 ¼. Minimum Length: The minimum length of an insert is the GREATER of: 2 less than the length of the sending envelope; OR 5 ½ Exception: If the send envelope is 4 5/8 x 11 ½, the minimum insert length is 8 ½. An insert that exceeds the minimum or maximum dimension requirements may be unusable or will require special handling. Any insert that exceeds the minimum or maximum dimension requirements and does not meet DSTO production specifications is not likely to be used. All inserts having the same insert number must be uniform in size (length and width) and thickness (paper weight or numbers of folds per insert). Any size difference greater than 1/16 inch exceeds DSTO machine tolerance. Example Envelope/Insert Sizes Envelope Type Envelope Size Insert Size Insert Size MINIMUM MAXIMUM 4 1/8 x 7 7/8 3 1/4 x 5 7/8 3 3/4 x 7 1/8 Materials Reference Guide Page 6

7 Selecting Paper for Inserts: Insert Paper Stock must be at least 40 lb. book weight. If you want to use a paper over 100 lb. book weight, contact Client Product Support or your Client Service Representative to coordinate a test run for production approval DST Output requires at least 100 samples for proper testing. Tests are performed Monday through Friday between the hours of 7 a.m. and 4 p.m. PST For minimum 40 lb. book, paper must have at least two folds with a 3-panel minimum. Postal regulations state that the total mailing package cannot be over ¼ thick. The same paper weight must be used throughout the entire print job Table of Paper Requirements: Weight Standard Offset Book (Uncoated) Coated Book (Gloss/Matte/Velvet etc) Vellum 40 lb. 2 or more folds 2 or more folds No 45 lb. Folded only Folded only No 50 lb. Folded only Folded only Folded/Single 60 lb. Folded/Single Folded only Folded/Single 70 lb. Folded/Single Folded only Folded/Single 80 lb. Folded/Single Folded/Single Folded/Single 100 lb. Folded/Single Folded/Single Single For paper samples or questions, please contact: Marie Anderson MEAnderson@dstoutput.com Materials Reference Guide Page 7

8 Fold Requirements The illustrations at left demonstrate acceptable folds. Folds must be even, square, crisp, uniform, and lay flat. Folded inserts must have a leading edge fold (traditional letter fold; also commonly referred to as C fold). Folds on the short side of the insert and accordion folds (commonly referred to as Z fold) cannot be machine inserted. One, two or three folds may be used as long as they are uniform, square, crisply folded and present one finished edge. Folds should be done in such a way that inserts remain stackable. The term stackable means that the leading edge of the inserts and the trailing edge of the inserts remain relatively level when inserts are stacked upon each other. It should be noted that thicker inserts, especially when folded, tend to produce stacks that are skewed from front to back which causes problems for our inserting equipment. In order to run this type of insert, special handling fees may be applied. Inserts that do not meet these fold specifications are not likely to be inserted. Hand inserting is not an option due to DST Output s dynamic inserting process. In the event that DST Output can make adjustments, special handling may apply and could significantly delay the mailing of your statements. Any insert that exceeds the minimum or maximum dimension requirements and dose not meet DSTO production specifications is not likely to be used. All inserts having the same insert number must be uniform in size (length and width) and thickness (paper weight or numbers of folds per insert). Any size difference greater than 1/16 inch exceeds DSTO machine tolerance Materials Reference Guide Page 8

9 Staple Requirements The illustration at left demonstrates acceptable staple placement. If staples are required on the leading edge of an insert, they must be at least two inches from the center of the insert, leaving a four-inch wide staple-free area. Staples must be consistent on all inserts. Inserts that do not meet stapling guidelines may not be inserted. In the event that DST Output can make adjustments, special handling may apply and could significantly delay the mailing of your statements. Sticker Requirements Inserts that peel-and-stick need to follow the insert size and perforation requirements, which are a minimum of 8 TPI (Teeth Per Inch) and be strong enough to hold together during shipping and insertion. Inserts that peel-and-stick must be cut with a very clean edge. They must separate easily and fan so that the inserting machine can pick up one at a time. Inserts that stick together may result in a mailing delay. Excessive curling of the label material will cause problems with the inserting process. A recommended stock for labels is 70# Matte Litho, Stay Flat Liner. To make sure that we can process your insert, send Client Product Support or your Client Service Representative samples before you have it printed. Contact Client Product Support or your Client Service Representative to coordinate a test run for production approval. DST Output requires at least 100 samples for proper testing. Tests are performed Monday through Friday between the hours of 7am 4pm PST. Materials Reference Guide Page 9

10 Miscellaneous Insert Requirements In addition to dimension, paper, fold, staple and sticker requirements, observe the following for inserts: Perforations must have a minimum of 8 TPI and must be strong enough to hold together during shipping and insertion. Inserts cannot be plastic, metal, magnets or other objects. A maximum of six inserts can be included with each statement. The remit envelope is considered one of the six inserts. Contingency for Damage Each insert must have an excess amount printed in order to replace any inserts damaged during shipping and machine setup. Damaged inserts are discarded. If damaged and undamaged inserts are mixed, they may be subject to special handling. Additional factors that can influence increased wastage: The number of Corps sharing an insert The number of cycles that require the insert to be used (if applicable) The paper weight that the inserts are printed on (lighter weight paper could result in more damage) If you re notified during the month of an insert shortage, you may need to reevaluate the quantity and contingency percentage you send. The following table shows the minimum percentage of additional inserts required for damage contingency. QUANTITY SHIPPED % OF EXTRA REQUIRED % % 1,000-4,999 25% 5,000-9,999 15% 10,000 or more 6% When Inserts are Due All inserts are due at DST Output five days prior to the first cutoff date the insert is to be used. Inserts that are received four days or less prior to your first cutoff date can cause a substantial delay to your statement processing. Materials Reference Guide Page 10

11 DST Output is not responsible for any inserts that are received four days or less prior to your first cutoff date and DST Output has followed your instructions on the Insert Order form and ran without the insert. Shipping Requirements for Inserts The shipping requirements outlined below are designed to optimize the production process. Non-compliance with these insert and packaging requirements can result in production delays, special handling and/or inserts being unusable. DST Output requires inserts to be banded in order to facilitate the efficient handling and processing of all production runs. Banding inserts enables DST Output to better manage client-owned inventory by ensuring that inserts do not become mixed or unorganized. Banding also enables DST Output to efficiently count and pick your inserts in precise quantities. Inserts damaged during shipment may cause major processing delays. DST Output does not inspect each box of inserts that is received. An inspection of your inserts is not performed upon receipt at the loading dock. When received into our inventory database, we randomly inspect three to six boxes per insert. DST Output may call and inform you of an issue with your inserts. They may be damaged or incorrectly packaged or have problems running on our machines. (i.e.: bad folds, warped, bad trim, different paper weight, etc.). Every attempt will be made to ensure all inserts received on time will conform to your required size specifications, however, DST Output cannot be held responsible for any processing delays due to out of spec or damaged inserts. Packaging The illustration at left demonstrates proper packaging. Shipping cartons should not exceed 35 pounds. Shipping cartons should not exceed the following dimensions: 14 ¾ W x 9 ½ H x 18 ¾ L. All inserts must be banded in 4 packets. Packets should be rounded to the nearest count of 50 (i.e. 250, 300, 350, etc.). Paper bands should be used for all inserts. Do not shrink-wrap or use rubber bands. Inserts should be packaged with dividers and fit snugly into the box. Materials Reference Guide Page 11

12 All folds must face the same direction within a stack or bundle. Do not cross-stack inserts. A divider should be inserted between each row of inserts so that they do not intermingle, nest or collate inside each other. Styrofoam peanuts should not be used as packing material. They allow inserts to shift in handling and transit, causing damage. Inserts should be packaged in a manner that prevents warping, bowing, or curling. In order to run this type of insert, special handling fees may apply. Pallet Requirements The most common packaging failures involve: Overweight boxes, improper banding, no dividers, crossstacking, bad folds, warped inserts, bad trim, different paper weight, and improper box labeling). Not all issues can be resolved. You will be responsible for transferring the inserts to another source to resolve or have DST Output discard. The preferred pallet size for El Dorado Hills, Kansas City, and Hartford is 40 x 48 (42 x 48 is acceptable) with a maximum height for Kansas City of 54 and for El Dorado Hills and Hartford is 60 (the height is measured from the floor to the top of the pallet). Pallets must be accessible on the 40 or 42 side. Pallet opening must be accessible to unload from the delivery vehicle. Pallets should be either double plywood or laths. Maximum pallet weight cannot exceed 2500lbs. Alternating stacking patterns should be utilized where possible. Products should be tightly stretch-wrapped or plastic strapped. Pallet construction: the end face boards should be 1 x 6 lumber that is fastened to the main runners with 4 twist nails that penetrate the main runners at a minimum depth of 1. Pallet Requirements for Roll Stock The preferred pallet size is 40 x 52 with a maximum height of 60 (the height is measured from the floor to the top of the pallet). See APPENDIX A for Pallet Design diagram The pallets must be of substantial hardwood construction. We will isolate pallets for timely pickup and re-use by the supplier if requested Heavy-duty solid top pallet with grooved boards. Pallets must be accessible on the 40 side. Pallets should be either double plywood or laths. Maximum pallet weight cannot exceed 2500lbs. Materials Reference Guide Page 12

13 Alternating stacking patterns should be utilized where possible. Bulk Packaging Not acceptable. Shipment will be rejected. All material must be packaged in boxes, with the proper identification outside the boxes. Special packaging requirements for Roll Stock Plastic outer stretch wrap protection Roll separators (if more than 1 roll per skid) Corrugated core Plastic core plugs Moisture barrier underneath each roll Fiberboard core braces Plastic straps to hold roll to skid Maximum weight is 2,500 lbs. Per skid Maximum package height is 60 (from ground) Outside roll diameter must be between 40 to 50 (maximum). Roll must have a 3 core and be wound in a head pull configuration. The wind must be tight enough to prevent telescoping. Roll must be produced either without splices or with runable splices. All splices must be clearly marked with red flags. All waste material (make ready) must be removed from the rolls except at the very inside diameter of the rolls. The start of the waste material must be clearly marked with red flags or DST Output will assume all stock down to the core is usable. Pin-feed perforation holes must be clean with no excess material either attached to the holes or accumulated within the rolls. Roll must be shipped standing up. Two roll maximum per pallet, strapped and wrapped to protect against movement, contamination, and damage. Rolls must be marked with the direction of rotation to unwind, the printer s job number, the DST Output part number, the DST Output Purchase Order number if applicable, the roll number in order of production, and the number of cut sheet equivalent images. Materials Reference Guide Page 13

14 Test of telescoping: Tension in wind to prevent telescoping when a 75 LB force is applied to outer edge, in direction parallel to core, while core is stationary. Splices: Maximum 1 splice per roll, no more than 10% spliced rolls per truck. All splices must be marked. Slitter Dust: No amount of slitter dust may appear on the roll. Labeling: Each roll must be labeled with the following information, in letters printed at least 1 high: - Item Number - Quantity per Roll - Roll Number - Vendor Name - Print Date - Item Description - PO Number. Labeling Inserts are to be shipped to DST Output to ensure that there are no unnecessary mailing delays. Bar coding is now required on all labels. Packages of inserts should be clearly labeled to reflect their contents and include the following information: DST Output address Insert Identification (ID) Number Barcode USS Code 39/128 required The total number of cartons --- for example, Carton 2 of 20 The Total Quantity per carton --- for example, 1,500 pieces Barcode USS Code 39/128 required The Corp Number Customer Name A complete insert numbers needs to be bar code readable, whether 4 or 8 digits On the outside of the box next to the label, you must attach an insert with the number visible. Materials Reference Guide Page 14

15 Sample Label Unidentified Packages Unidentified packages are not entered into the DST Output inventory database and become unidentified inserts. We make every effort to identify these inserts, but if identification has not been made by the time we begin to process your statements, the inserts will be considered missing. At this point, we will follow the instructions you provided on the Insert Order form. Inserts that remain unidentified for 60 days will be discarded. DST Output cannot be responsible for unidentified inserts. DST Output is not responsible for any inserts that are received four days or less prior to your first cutoff date and DST Output has followed your instructions on the Insert Order form and ran without the insert. Materials Reference Guide Page 15

16 Freight-in DST Output will not accept (receive) Collect Shipments Special Handling Fees Special handling fees of $ or less will be automatically charged to your account and the issue will be resolved. Fees over $ will be quoted for each occurrence. In the event that you do not approve the quoted fee, you can choose not to run the inserts and have them shipped back to you at your expense or the inserts can be disposed of at no charge. You also have a choice to have the insert shipped back to you to fix or shipped to another vendor to fix at your expense. Excess Inserts DST Output would prefer to discard excess inserts to avoid additional handling. If you require a supply of inserts at your office, please have your printer ship these to you upon completion of printing. Unused Inserts Storage If your inserts are received at DST Output but not used within the date range supplied on the Insert Order form, we will contact you for instructions on what to do with the inserts. If you do not provide instructions within 14 days after you have been contacted, we will discard the inserts. DST Output is not a long-term storage facility. Inserts should not arrive more than 60 days prior to their first scheduled use and not remain in the facility more than 45 days after their last scheduled use.. Materials Reference Guide Page 16

17 Appendix DST Output Addresses for delivery of stock, insert and hours of operation are: DST Output El Dorado Hills Delivery Address DST Output 5220 Robert J. Mathews Parkway El Dorado Hills, CA DST Output El Dorado Hills Receiving Hours Receiving hours are from 6:00am to 4:30pm, including holidays and weekends. Arrangements may be made for receiving goods beyond these hours, but are subject to additional charges. Opening of warehouse and 4 man hours - $ Every subsequent man hour - $ DST Output Hartford Delivery Address DST Output 125 Ellington Road South Windsor, CT DST Output Hartford Receiving Hours Receiving hours are from 7:00 am to 5:00 pm, Monday through Friday. Arrangements may be made for receiving goods beyond these hours, but are subject to additional charges. Opening of warehouse and 4 man hours - $ Every subsequent man hour - $ DST Output Hartford Freight-in DST Output Hartford will not accept (receive) Collect Shipments. Please note: All deliveries should be made to the warehouse in the rear of the building via the Burnham Street access. DST Output Kansas City Delivery Address DST Output 2600 SW Blvd. Kansas City, MO DST Output Kansas City Receiving Hours: Non-Peak Hours: Monday through Friday 7am to 4:30pm Peak Hours (Quarter End) Receiving Hours: Monday through Friday 7am to 7pm Arrangements may be made for receiving goods beyond these hours, but are subject to additional charges. Saturday-Sunday: By Appointment Opening of warehouse and 4 man hours - $ Every subsequent man hour - $ Materials Reference Guide Page 17

18 APPENDIX A Materials Reference Guide Page 18

19 Materials Reference Guide Page 19

20 Materials Reference Guide Page 20

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