The mail center is a much less manicured place than, say, the network hub of today's organization. That's because mail centers are bustling with human activity and the presence of water, ink, paper dust and other elements takes its toll on certain devices more than others. While not as maintenance-intensive as a server or even a photocopier, mailing systems do require some periodic TLC to ensure optimum performance.
When the mail needs to go out, equipment failure is the last challenge any mail center supervisor needs to face. Knowledge and a little elbow grease, on a regular basis, go a long way toward keeping your systems running and will surely boost your production while also reducing operating costs.
Postage Metering Systems
Inkjet maintenance With the U.S. Postal Service moving toward information-based indicia, or IBI, many meter customers are upgrading to IBI-compatible inkjet-based postage meters and mailing systems. The move to inkjet technology may necessitate a policy change in mail center operations stacking outgoing mail for batch processing once or twice a day in low volume applications. Because the inkjet heads dry out after use, running small jobs every hour or so will greatly diminish the ink cartridge yield, while batch processing will bring the yield closer to the manufacturer's estimates.
Ribbon-based product If you're using a smaller ribbon-based printer, you might not know a torn ribbon doesn't require a replacement cartridge. Simply apply a piece of Scotch tape to mend, advance the ribbon forward and pop it back into the machine.
Sealing related A sponge is commonly maligned for its performance but consider its operating conditions. Immerse it in water, nature's most powerful solvent and apply steady friction and constant exposure to a variety of chemical glues. Deterioration is unavoidable. For a longer life, keep the water reservoir filled with clean water. And, adding a drop of dish soap will help reduce glue buildup.
General Maintenance
The most important maintenance tip for the larger mailing systems is simple: Contact your dealer for assistance moving the equipment, be it across town or across the hall. Postal regulations prohibit you from transporting the equipment to another business address without the support of your mailing vendor. But remember even lifting the equipment improperly can make a terrific mess of spilled ink and water, with great potential to damage internal mechanisms.
Folders and Inserters
Paper dust is an unavoidable byproduct of most mail center operations, but nowhere is it more of a headache than in folding and insertion equipment. Throughout a multi-stage process, rubber rollers are responsible for separating and pulling individual sheets or envelopes into the proper position for each action. Every page moved through the system leaves trace fibers of paper lint that gradually reduce the gripping power of the rollers. As the roller tries to grab the next sheet, even a tiny slip in the action may cause a misfeed.
Misfeeds can be quite common, and it's especially important to clear all bits of the paper out of the system. Doing so will prove much easier if you select equipment that provides access to a jam at each point in the paper path.
Routine cleaning is imperative to keep systems moving forward, but you should be sure to check the manufacturer's guidelines. The rubbing alcohol recommended for some systems may cause the roller's material to break down in another machine.
Simple Maintenance of Other Equipment
Conveyors should be kept clean, especially at the belt's turning points, for smooth action. Their squeaks and noises aren't simply annoying to the mail center staff. They may indicate a need for lubrication or, perhaps, wear in the belt. ·
Today's electronic scales are hardier than you might think, but they do require periodic maintenance for proper functioning, namely, implementing rate changes. Avid do-it-yourselfers can often install new rate chips on their own, while newer machines allow users to download new rates by a modem inside the machine.
Mail center furniture, such as storage cabinets and shelves, should be checked periodically for wear on the hinges, hardware and other heavily used parts. When using metal sorting bins, be prepared for scratches to the finish when you insert metal trays for the first time. To keep your employee mailbox area looking sharp, consider using plastic trays, which do not scrape the finish, or find a more stylish non-metallic sorting bin.
Common Sense Do-It-Yourself Strategies
Do-it-yourselfers who adhere to the following guidelines will enjoy reduced costs, smoother mail center operations and a better relationship with the equipment. First and most often overlooked, read your manufacturer's operating manual for guidelines on using and maintaining your mailing systems.
You might want to create a maintenance schedule you can post and then be sure to walk your staff through each procedure. Don't allow staff training to become a game of "operator" where misinformation is continually passed down to new generations. What was policy at a new worker's former office such as cleaning rollers with alcohol might destroy your equipment over time.
As you shop for new equipment, be sure to compare the operating differences between units that may impact your level of maintenance such as the ease of clearing misfeeds. And, you should always make sure to evaluate or revisit your service contract options to get a handle on what procedures and replacement parts are covered. Above all, be sure to ask your local representative any questions. Your representative should be happy to help you treat your equipment properly, as doing so will only improve your overall experience.
