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Solution

Fischer turned to Len Altier, president of Scot Mailing & Shipping of Louisville, for help. Altier suggested that L&D purchase Neopost's SI90 VersaMailer, a high-end tabletop folder/inserter, to handle the job. He also recommended adding an optical-mark recognition system, an optional unit that would ensure accuracy and allow the folder/inserter to collate multi-page mailings and insert them into one envelope.

"This is the only tabletop folder/inserter in the world that can insert an 8H x 11-inch piece into a 5H x 8H-inch flat and also process normal #10 envelopes," Altier said. "The W-2s were going to be inserted into oversized envelopes that no other tabletop machine — not even the most expensive units made by other companies — would be able to handle."

Fischer was convinced, and L&D purchased the Neopost VersaMailer. Altier then visited L&D and trained its employees on the new folding/ inserting equipment.

"Our people were trained on the unit in just one day, and they could run the machine by themselves," Fischer said. With L&D's other equipment, she noted, employee training often took as long as one week. With the Neopost VersaMailer in the equation, time and money were already being saved — and the job hadn’t even begun yet.

Once work did commence, the combination of the VersaMailer and the optical mark system proved particularly helpful in collating the W-2s into one envelope per addressee. "Sometimes there would be as many as 10 W-2s for a single person," Fischer said. "The optical mark reading unit would read a mark on each page of a person's stack of W-2s, then the VersaMailer collated however many forms there were and inserted them into a single envelope."

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