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So what happens to the customers who don’t want to receive their post electronically? As a company it is your job to accommodate all your customers, this includes those without computers or the internet. Until you are able to get your entire client base receiving post online, folder inserters are the answer.

What does a Folder Inserter do?

A folder inserter is a machine about twice the size of a large printer and costing between £1,000 and £5,000. The folder inserter’s role within a company is to fold and envelope post which must be sent out in bulk. Such post which a folder inserter might be used for include customer statements of service use or invoices to request payment for these services.

How is a folder inserter relevant to a paperless office?

As previously mentioned, a paperless office is an aspiration at present. A folder inserter is the most energy efficient way to prepare large batches of customer statements for posting. The folder inserters are fast and not messy. Statements are simply printed, inserted into the folder inserter and taken in their envelopes to be posted. The folder inserter is not used when communicating within a company and only appropriate where large batches of post must be sent.

A paperless office can potentially be achieved by a company if the folder inserters they employ belong to another company altogether. It is possible when sending large amounts of post regularly to outsource this post to a company such as Netsend, who own a large number of folder inserters. These companies contain what is known as a virtual postroom, where many folder inserters are used by expert staff in enveloping statements, invoices and a variety of documents which other companies employ them to post. By outsourcing the posting of paper documents a company could technically achieve a near-paperless office and also save themselves the cost of purchasing a folder inserter.

Will it ever be possible to abolish folder inserters and achieve a completely paperless office?

Technically stopping using folder inserters could be possible for some businesses. However, this would force them to neglect (and possibly lose) those customers who prefer to receive statements by post. For other companies the folder inserter must remain in use as they may process documents of the nature that all customers require a paper version; for example, when sending a certificate through the post. Also many companies find postal advertising very effective, and a folder inserter would definitely be required for such a task.

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