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Who Needs a Plastic Wrapping System?

Who Needs a Plastic Wrapping System?

Ever noticed how all the magazines in the shops come in neat plastic wrapping? If you haven’t, you will the next time you look at them now that it’s been mentioned!

This is the work of a plastic wrapping system, which may be a handy addition to your company if you work in publishing, media solutions, a mailing house or a printing company. These are just a few of the businesses that would benefit from investing in one of these systems.

How Do They Work?

These systems offer perfect each time wrapping of media products. The product to be wrapped is fed into the machine, wrapped in plastic and sealed. Depending on the product, various plastic thicknesses are used, but the process is as simple as that.

A ploy-wrapping machine such as the Buhrs 1000 works at a speed of 13 000 products per hour. Think about the time this would take if you are working with a manual system? And this is only an entry-level system.

If you have a small business, you may not need to plastic wrap on a large scale. But this machine plays an important role in larger packaging and mailing companies.

Benefits of a Plastic Wrapping System

If you have been looking at a plastic wrapping system, you may be wondering if it is worth the investment. To help make the decision, here are a few features and benefits you can expect:

  • Productive and reliable
  • Cost-effective
  • Great price/performance ration
  • High return on investment
  • Easy to use and operator friendly
  • Easy to service
  • Safe and ergonomic
  • Storable job settings

These are just s few ideas of what you can expect if you choose to go with one of these neat systems.

Wrapping it Up

Plastic wrapping systems are vital to companies that send out bulk media items. They will save you time and money, and you can direct important skills elsewhere while this machine does its job.

If you would like any more information on plastic wrapping systems, contact Mailmech today. Our friendly team are waiting to assist you.

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How Exactly Do Franking Machines Work?

How Exactly Do Franking Machines Work?

If your business is sending out large quantities of mail such as invoices, bills, catalogues or brochures regularly, franking machines are an efficient solution to what many people consider an inconvenience. Franking saves you time and money and improves your brand recognition, important to your business growth.

Franking is the process of pre-paying postage costs while at the same time ‘branding’ your mail envelopes with information that it needs to navigate their way through the postal system more efficiently.

A frank is something such as a postage stamp, label, signature or coding that enables your letters or parcels to be sent to their destination. Franks fall into four categories – Privilege, Postage, Official business and Business reply mail. All of these are governed by the universal postal union and are regulated across countries.

Many man-hours are saved by not having to manually apply stamps to each envelope and the opportunity for human error is eliminated.

How Franking Machines Work

Franking machines are linked to your business account and designed to pay for postage in advance by weighing your letters and providing you with accurate postage costs based on weight. Not only will a franking machine provide you with accurate postage costs but depending on what it is that you are posting, you can also expect discounts, which can save you around 4% or more on your business postage costs.

When letters need posting, you would set the machine to the correct date and insert your mail, which is then franked with your individual franking impression, which means never again having to have your employees wasting time waiting in a post office queue.

Even more time is saved by franking because franked mail is date sensitive, which means it has to be processed the same day, moving your post much faster through the postal system.

Many mid-range franking machines allow you to ‘stamp’ anything from your business logo to a message on all your correspondence which makes franking a great way to advertise your brand at no additional cost.

If security is a concern for you, a franking machine allows you to have complete control over who uses the machine. You can also have full visibility on who used what and when. This feature also allows you to control your spend in that you can charge postage back to the relevant department responsible for each mailing run.

Whether your business is big or small, our franking machines come in a variety of sizes and capabilities depending on the volume of letters you have to get out.

Give Mailmech a call on 011 789 1608 or email us at info@mailmech.co.za and let our experts both advise and supply you with top quality products as well as provide you with the necessary information on franking machine licensing legislation.

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Do I Need a Shredder to BE POPIA Compliant?

Do I Need a Shredder to BE POPIA Compliant?

For businesses and organisations to be POPIA compliant, you need to take appropriate action with regards to the acquisitions, storage and destruction of personal information.  When it comes to destroying hard copies of discarded personal information, it must be done in such a way as to prevent the reconstruction of any documents or media. Businesses that do not destroy documents properly can be heavily fined.

The way to correctly destroy documents and other personal records to meet POPIA compliance is to use a shredder.

Top Tips for Purchasing a POPIA Compliant Shredder

There is no prescription for a “POPIA compliant shredder”, the legislation simply calls for businesses and organisations to implement a policy with regards to the destruction of personal information. The act encourages it but does not specify appropriate levels of security for secure shredding methods. It is thus up to your organisation to define the level of confidentiality and security you wish to practice in meeting POPIA compliance.

While the basic design of a paper shredder is the same whether it is a desktop or industrial version, there are a few important considerations to take into account to make sure you select the right shredder for the job.

Volume:  Most office environments, even home-based ones, end up shredding nearly twice the amount of paper they estimated they would. Try to work out as accurately as possible how many sheets of paper would need to be shredded per day so that you purchase a machine that can handle the load.

Your business may also need a shredder that can handle the destruction of cardboard, CDs, credit cards or employee ID badges.

Cutting mechanism:

Most basic paper shredders use a strip cut system turning each sheet of paper shredded into ribbons. This is the least secure method of shredding.

Shredders that use a cross-cut mechanism, which includes perpendicularly opposed blades, make a series of both horizontal and vertical cuts and twist the paper while cutting it thereby reducing it into small scraps which makes it nearly impossible for any useful information to be recovered for nefarious means.

Confetti shredders work in a similar way to cross-cut shredders and reduce documents into tiny scraps of paper.

The most secure method of shredding is referred to as Micro-Cut.

Shredder Size:  Most shredders can only handle paper up to legal size. If your business needs to shred bigger paper sizes or other types of media, be sure to query available options to meet your requirements.

Warranty and Quality: Make sure to choose a shredder that will be able to meet your shredding demands in the long term as well as one that comes with a good warranty.

Servicing:  Shredders are mechanical items and often generate internal paper dust. To keep your shredder in good working order and to prolong its life, it’s always advisable to service your shredder at regular intervals, depending on the workload.

Get in touch with Mail Mech today to find out more about their range of shredders so that your business is POPIA compliant and your customers can be assured that their personal information is secure. Call the helpful staff for advice on 011-789 1608 or visit www.mailmech.co.za

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Pamphlets vs. Brochures: What’s The Difference?

Pamphlets vs. Brochures: What's The Difference?

Everything and everyone is going online. Despite that, well-established paper business tools still hold their fixed place in a marketing arsenal. Pamphlets and brochures are very similar. In fact, they both fall under the same category of “marketing communication.”

Here’s what you need to know about them.

What’s the Difference Between Pamphlets and Brochures?

Placed side by side a brochure and pamphlet don’t appear too different from one another. The notable similarities are:

  • Both are printed paper products
  • Both convey some form of information
  • Both depict images and text

As similar as brochures and pamphlets are, they are still distinctly different from one another. Essentially, the material differs based on its intended use and audience.

What Is a Pamphlet?

The key function of a pamphlet is to provide focused information on one topic. A pamphlet will convey information on a single event or a promotion.

Generally, a pamphlet is made up of one or more unbound pages. Typically they are designed on a single piece of paper that will then be bi or tri-folded. If you need a booklet with concise information on one subject then a pamphlet will best suit your requirements.

What Is a Brochure?

A brochure meets the needs of advertising or marketing. Brochures, as a rule, are designed to catch the eye. They will include captivating, high-quality images that will be paired with enticing support text.

Thus, if your need is for printed media to promote your product or service then a brochure is the way to go. A business brochure offers a high-level look at several products or services in one place and encourages the reader to take action.

What Is Right For You?

The power of brochures and pamphlets lies in their ability to convey a business message inexpensively and effectively.

Whether you need a brochure or a pamphlet, the important thing to keep in mind is that no matter what you’re looking for, Mailing and Mechanisation can supply you with the booklet making machine you need. Call the helpful staff for advice on 011-789 1608 or visit www.mailmech.co.za

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Who Needs a Production Mailing System in Today’s Digital World?

Who Needs a Production Mailing System in Todays Digital World

Most businesses will agree that snail mail is still a valuable part of a business construct, particularly when targeting demographics who may not have access to the internet or who may not be proficient at using technology. Beyond that, a paper trail will never be something that becomes extinct as the need for hard copies of documents as well as those with signatures on them, will always be there.

However, if you’re still doing your office mailing the traditional way, could your business benefit from adding an automated production mailing system to streamline your workflow?

Absolutely! A production mailing system will eliminate the need for manual mailroom personnel and maximise the productivity of all in-house mailing resources by combining preparation, processing, folding, output, weighing, digitising postage stamps and more.

Choosing Your Production Mailing System

To better assess how to pick the right production mailing system for your business, first, evaluate your current mailroom production costs and processes.

  • How many pieces of mail are you sending on average?
  • What are you sending?
  • How often are you sending mail?
  • How much time is spent sending mail?
  • How many returns do you get on the mail you send?

Based on the answers to these questions, you can then seek out a production mailing system that best suits your business needs.

Small to Medium Businesses

For small to medium businesses the Kern 606, 686 and 658 production mailing systems have similar features to one another and can all handle up to 8000 envelopes an hour and up to 800 000 items per month.

Kern 686 Inserting System

In a single operation, the Kern 686 off-line folding and inserting system can cross-match, fold, insert documents and seal the envelopes with sustained high performance. Need to insert an A3 form into a C6 envelope? No problem. The integrated folding systems cater for any parallel or cross fold.

The optical mark/barcode reading system and paper flow monitoring system ensures total reliability and security during the processing of your documents. The microprocessor control system guarantees the correct contents land up in each envelope because getting the right information to the right person is critical.

Useful features include 20 processing programs, 2 folding and 3 enclosure stations, pre-selectable counting of filled envelopes, a postcode marking unit, a connection franking machine, a security check bin and an add-on facility for checking the identity of forms from the folding stations using barcode control.

Large and Growing Businesses

The Kern 2600 and 3500 SL production mailing systems can handle between 16 000 and 22 000 envelopes an hour and between 3 500 000 and 5 000 000 items per month for larger and growing businesses.

Kern 2600 Inserting System

The incorporation of cutting edge technologies, touch screen, simplified operation and adjustment capabilities, makes it possible to process a broader range of applications and opens up numerous options for future applications, making this production mailing system one that offers genuine investment security.

The new reading system allows the operator to set up each reader rapidly and directly with the same software being used to control all reading operations, thus making it possible to seamlessly switch between different types of readers.

The user-friendly Kern 2600 which is enabled to assist operators in learning to use the system quickly and promote work efficiency, can be fully integrated with the ADF mailFactory system which offers a broad range of reporting functions providing information on both production and the system itself.

Of course, these are only just a few of the multitude of features offered by this highly intelligent production mailing system.

Get in touch with Mail Mech today to find out more about their phenomenally clever range of production mailing systems so that you can find the best solution to streamline your business and maintain important customer relationships. Call their helpful staff for advice on 011-789 1608 or visit www.mailmech.co.za

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Comparing Franking Machines – Small, Medium, and Large

comparing franking machines - small medium and large

Popping to the post office every second day to buy a book of stamps? If your business is sending enough parcels or letters for this to be the case, then the time has come to start comparing franking machines.

If you have never heard of “franking” or franking machines, you’re in for a treat! Franking is the process of printing postage on parcels, envelopes, or labels – think old-school stamps with a marketing twist!

Things to Consider

Now that we have your attention, there are a few things to know when comparing franking machines. They are the cheapest option when it comes to sending mail and will save you endless trips to and from the post office.

Your post can be branded with all your company logos and details – simply, you can turn your franking machine into the ultimate marketing accessory! Franked mail also becomes high priority post, so your lead time is given a boost on top of everything.

Small Medium or Large

You have two options when it comes to franking machines: rent or buy outright. Neither are bad choices; it is more dependent on your cash flow at the time.

There are various franking machines for you to consider once you start the comparison, but the biggest decision to make is going to be whether you want to buy a small, medium, or large machine. And this decision will be based on how busy this little gem is going to be in your office.

  • Small or entry-level – 0-700 envelops
  • Medium – up to 20 000 envelopes
  • Large – anything upwards of 20 000

This is a very simple way to look at the size of the franking machines you may need, but it at least gives you an idea volume-wise.

Comparing Franking Machines

Now that you have been introduced to the wonderful world of franking, comparing franking machines is the next logical step.

If you have any further questions about franking machines, call Mailmech today at +27 (0) 11 789-1608 or email info@mailmech.co.za for more information

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Put Last Year Away: Safe Archiving Tips

Put Last Year Away Safe Archiving Tips

No one loves filing. Keeping a well-organised office is a challenge for most of us. However, now is the perfect time to file away last year’s business and start this working year afresh with a clean and tidy office.

Every business needs safe archiving to free up space on their servers and to keep day-to-day operations running efficiently.

If you’re struggling with record-keeping, then archiving services might be the perfect solution for you! Keep reading for some archiving tips.

Safe Archiving

Before you start making plans to clear up some office and server space, it’s a good idea to consider the type of documents you need to retain. You’ll also want to know about the rules and regulations relating to document storage.

Here are 5 tips:

  1. Consider what type of information you need to keep and why you need it
  2. Know the minimum amount of time you need to hold on to documents
  3. Sometimes there’s a maximum period you’re allowed to store client information
  4. Make sure you are POPIA (Protection of Personal Information Act) compliant
  5. Use electronic archiving to keep documents safe from physical damage

Every industry is governed by standards. So, follow the regulations that apply to your business to make sure you’re archiving as safely as possible.

Some of the regulations around document archiving concern how long you should keep records. For example, if you’ve submitted a tax return, SARS expects you to keep all your supporting documents for five years.

As another example, according to the Legal Practice Council, legal records must be kept for seven years. Moreover, when it comes to off-site storage, all documents must be kept securely. This ensures the confidentiality requirements governing legal practices are upheld.

Perhaps your company isn’t in the legal, medical, or accounting fields. However, all businesses rely on written communication. The POPI Act has an impact on storing documents that relate to your client’s personal information. This could include your email correspondence.

Safe archiving includes understanding what POPIA Compliance means for your business and abiding by these regulations when you set your file storage policies.

Time for Housekeeping

All businesses generate paperwork. Some more than others. Whether your records are small-scale or up to the ceiling, archiving services are a must.

Safe archiving is essential for your intellectual property. If you need help with storing your emails, or encrypting your electronic files, talk to the team at Mailmech. You can get in touch here.

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3 Benefits of Cloud-based Software for Remote Workers

3 Benefits of Cloud-based software for Remote Workers

Over the last few years, cloud-based software has become increasingly popular among businesses. During the pandemic, many employees became remote workers and cloud-based systems became essential.

Many of us are using cloud-based systems daily without even realizing it – Google Drive, Gmail and even Facebook or Instagram are all cloud-based. From a business perspective, working with the cloud means that employees have access to all the documentation they need no matter where they are and what device they are using.

Why Remote Workers Need it

Choosing a cloud-based software system for your business needs and for employees who work remotely has many benefits. It may seem daunting and costly, but in the long run, you will only benefit from going this route

1.     Saving You Money

Even though cloud computing seems like a costly endeavour to set up, once you are, the ease of access to data will outweigh any costs. Many companies offer a pay as you go option, meaning you only pay for what you use when you use it.

Furthermore, if all of your employees are working remotely, you won’t need a big office space or even an office at all! When weighing these up against the initial outlay, it is a simple choice.

2.     Flexibility

Allowing your employees to work from anywhere anytime offers a unique service to your customers. Many companies who gave their employees flexibility found them to be more productive, and happier in their work

3.     Sustainability

Cloud-based software offers an environmentally friendly option for businesses concerned about sustainability. Less paper and waste are a huge benefit to the environment and your company’s carbon footprint.

How to Remain Secure

This will be your top concern when considering cloud-based solutions and as it turns out, going in this direction may offer more security. The job of the cloud host is to monitor site security, and this is more efficient than an in-house security system.

Too many cases of data theft come from inside a business, and as such, it is safer to have data stored off-site. Investigate things like authentication process and secure messaging gateway options before you settle on one company.

If you have any further questions about cloud-based software and how it benefits remote workers, call Mailmech today, or email info@mailmech.co.za for more information

Posted in Articles

The Best Ways to Say Thank You to Your Clients

Personalised client appreciation has become a forgotten art form for the most part. This is unfortunate really because saying thank you to clients and conveying your genuine and sincere gratitude to them for their loyalty to your brand is one of the easiest ways for you to build stronger relationships.

If you want your brand to stand out against your competitors and can’t practically compete on price or speed of service, finding other moments of opportunity can make all the difference. Since people, in general, tend to find more value in how you make them feel than what you do for them, a heartfelt thank you can go much further than you might realise.

Companies that focus on creating meaningful experiences for their clientele have been noted to retain more clients than companies that may be cheaper or more efficient but give off an air of indifference. A pleasant purchasing experience has been shown to encourage people to pay more for goods and services, improve how they see your company and also ramp up their willingness to share the good news with more potential clients.

Never underestimate the power of the human connection conveyed through a purposeful and personal touch when it comes to your interaction with your clients.

How to Say Thank You to Your Clients

Thanking clients doesn’t need to be complicated. It just needs to convey that there’s a real person behind the screen and behind the scenes.

Since it also may not be practical to thank every client for every purchase as your business grows. For this reason, you may want to consider separating your clients into groups to prioritise them, such as high-value clients, repeat clients, clients who offer support in the way of writing in or sharing your posts on social media, client birthdays or loyalty members.

You don’t need to spend a ton of money to create moments of delight. This is because clients will respond just as positively to your effort, care and creativity involved in you making the personalised connection with them.

Build a repeatable process. Whether you include a handwritten or printed thank you note with every item you send out or only occasionally include a show of gratitude, decide on a repeatable process, and make sure it’s consistent.

4 Of the Best Ways to Say Thank You to Your Clients

Handwritten notes: The lost art of handwritten cards or notes transcends the digital nature of our inboxes and creates something tangible and more meaningful.

Dreamware Tech, a computer and associated electronics company based in Durban, KZN is renowned for its quirky and upbeat personalised handwritten notes to its repeat clients. Extra valued clients also receive a slab of chocolate for added appreciation.

Package inserts: Unboxing has become an experience in itself for many clients as they look forward to holding their new product in their hands. One of the most popular packaging inserts to include to say thank you to clients is a personalised discount voucher. This is also something tangible to both show appreciation and encourages clients to make another purchase soon.

Free gifts or samples: Popping a small sample or gift in with an order is another great way to say thank you to clients. Samples most closely matching your client’s profile will not only delight them, but it will also expose them to a product they may not have tried before and may decide to purchase in the future.

Spotlight your clients:  Some, or all of your clients, depending on the industry, may rely on social media exposure to grow their audience or client base. So by showcasing your clients and publicly sharing on social media platforms how much you appreciate them you are not only thanking them, but your caring gesture will boost their credibility at the same time.

Get in touch with Mailmech today to help you to find the best solution to streamline your business to maintain client satisfaction and appreciation.  Call their helpful staff for advice and products on 011-789 1608 or visit www.mailmech.co.za

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Are There Viable Paper Alternatives Available?

The jury is still out on viable paper alternatives. The debate on sustainable paper versus recycled paper still baffles many.

A ‘paper-free world’ is still the ultimate goal and data cloud storage has hugely changed the amount of paper used in today’s homes, offices, and education facilities. But is it enough?

Let’s explore some of the relevant data together as we move forward with awareness and practicality as our guiding principles.

Saving Trees Spearheads Paper Alternatives

In the back of your mind, you know that deforestation is not a good thing. Forests have an intricate ecosystem that supplies our planet with clean oxygen. Depleting forests has already contributed to global warming and will continue to do so as long as trees are being felled en-masse.

The bad news as far as paper is concerned is that 40% of commercially felled timber is allocated to the paper production industry. (Source) That is the bad news. The good news is that you can make a difference. Small steps count now more than ever.

Paper Alternatives For You

Recycling paper, while not exactly ‘tree-free’, does spare a few of the majestic oxygen-producing giants that should ideally remain firmly rooted in the soil from which they sprung. Using paper that is totally ‘tree-free’ refers to handmade papers, a.k.a sustainable paper.

Here are a few to bear in mind.

  • Bamboo – possibly the best contender, bamboo grows well even n depleted soils at the rate of a meter a day, reaching maturity anywhere from 3 – 5 years.
  • Agri-pulp – combines agricultural waste with post-consumer waste, such as recycled paper.
  • Kenaf – related to cotton, paper made out of kenaf is whiter and uses less energy than needed to make tree pulp. Fast-growing (reaching 4 – 5.5 metres in less than 5 months) it yields more fibre than pine.
  • Hemp – no stranger to many products, hemp makes great paper. Whereas timber has a 20 30 year cultivation rotation, hemp can be cultivated twice a year.

Why not start your own ‘tree-free’ initiative and find a way to incorporate sustainable paper alternatives in your end of the woods?

Contact us at MailMech when paper matters impact your world and we’ll work on alternatives and best practices with you.

Posted in Articles