1. Kansas City Public Schools
Strahm Automation
Printing and Mailing Overview

2. Who is Strahm Automation?
Strahm has been selected as your vendor for printing and mailing
Forms
Flyers
Posters
Business Cards
Envelopes
Anything that needs to be mailed
Print-to-mail
Addressing
Folding/Inserting
Strahm Automation has been in business since We have are able to take care of all your printing needs such as (see list)
We also provide full service mailing
Presort
Print to mail
Addressig
Folding/inserting

3. How to Engage Us For Your Projects
– order form
Kimberly or Christina – business cards
Phone – business cards
copies to me and Christina
If you need to reach me, always best to call my cell phone as I am often out in the field

4. How to Use Order Form Include Give as much information as possible
Account number
Customer Name
School and Department Name
Customer Phone Number
Customer
Give as much information as possible
Item type (letter, postcard, business card)
Quantity
Size
Color or black and white
Simplex or duplex (simplex = single side, duplex = both sides of paper)
This should look pretty familiar to you, 
We need your contact information in case we have questions and so we know where to send proofs
Fill out as much as you can for the order details. If you have a name you use for the forms especially, include that, too. Any missing information we will need to contact you.

5. Billing
Strahm will send invoice to Purchasing Department Purchasing will bill you Necessary to include your account number when placing orders

6. Why On Earth Do You Ask Me So Many Questions?
A lot of variables in printing
Item
Quantity
Size
Color or black and white
Simplex or duplex (single or double sided
What is your end use? Often we have suggestions to save money or time
We will send you a proof before printing
A lot of variables in printing and we don’t want to make assumptions and have you unhappy with the final print. And some things will effect your pricing such as simplex and duplex, or color and black and white.
We will always send you a proof before printing. You should expect a proof the day after you send the order. Once proof is approved, turn around time is typically in the 2 – 4 day range. We will accommodate rush projects as we are able.

7. Paper Sizes and Weights
20# text is common for simple forms
60# text is best for letters and flyers
80# - 110# cover is best for postcards and booklet covers
Sizes range from postcards to posters
Matte or glossy
We will help you in paper choices
Along with sizes and weights, decision on glossy or matte. Each has pros and cons
We will set up your art work to fit our printers
We will get into sizes in a moment

8. What is a Bleed?
A bleed is when the ink runs right up to the edge of the paper
In order to print a bleed, we need art to extend past finish size
Prints that bleed are more expensive
Larger paper
Trim to finish size
Bleeds look really pretty, but please weigh the additional costs against what you need. The extra paper and trimming can run as high as $ Not always, that’s probably the extreme

9. Folding and Finishing
Many types of folds – simple letter or brochure fold is most common
Booklet folding and/or stapling
Folded postcards
Selfmailers
Samples
Importance of designing address placement
USPS regulations
Non machinable upcharge $0.21 each!

10. Postcards Minimum size is 3 ½” x 5” Maximum size if 4 ¼” x 6”
Larger sizes are possible but do not receive lower USPS postcard rate
Do not put anything in lower 5/8” of card
Barcode clear zone
UNLESS we are printing or addressing cards – we will add barcode to address
If we are printing address for you please allow 3 ½” from right edge of address side
Postcard rate for you is $0.272 ($0.34), anything over postcard dimensions is a letter at $0.419 ($0.47)

11. Envelopes Standard #10 – regular and window
Standard #9 – remittance or reply envelopes – with or without windows
Must have 1/8” clearance from address to edge of window
We will test at our end if we print/mail and adjust address as needed
Do not put anything – handwritten or printed – at bottom of envelope 5/8” from bottom extending 4 ¾” from right edge
Leave ½” space around area where stamp would go, 1 ¾” from right
If you have a letter setup and there is just no way to move the address around to fit a standard #10 window envelope, the cost for us printing the address is minimal ranging from $0.025 down to $0.015 for quantities.
Perform a tap test. If we are printing the letter and inserting we will perform a tap test prior to printing and make adjustments as necessary.
The proof you see will include these adjustments.
Resist the urge to write anything in the bottom 5/8” of envelopes or postcards. This is the barcode clear zone.
Also leave room for stamps.

12. Business Cards Fillable template on order form
Fill out template
Name and save to desktop or folder to
Maintaining district preferences/design
We will send a proof
Expect cards 3 – 7 days after proof approval
We’ve tried to keep it simple for ordering business cards. We will send a proof before printing!

13. Posters and Banners Posters – plain paper, mounted or not
18” x 24”
24” x 36”
36” x 48”
Bleeds!
Banners – vinyl, with or without grommets
Please tell us how long this will be in use or outside
58” tall by whatever you need
Grommets are generally every 24”
These are just the most common sizes for “posters”. We can print virtually any size.
We will also want to know if you need the poster mounted on fome core and/or laminated.
If you use a poster for something like a tradeshow display, glossy paper or a gloss laminate will not be the best choice. The glare from overhead lights make it difficult to read.
For banners, we would like to know what you will ultimately use them for – will they be inside? Outside? For how long? There are different inks and finishes for banners that will be outside for long periods.

14. Questions

15. Mailing Overview Pick up mail and presort
Postage rates $0.419 letters ($0.47) $0.272 postcards ($0.34)
Address postcards, envelopes
Fold and tab selfmailers
Fold and insert to envelopes
Window envelopes vs. regular envelopes
Along with printing, Strahm provides full mailing services. This includes folding, inserting, addressing
We pick up the district mail every day and take it back to our facility. We are an official USPS commingler and do part of the work for USPS. We are sorting mail into an order usable for USPS to deliver. As part of this workshare, we get a discount on postage and pass that savings along to you.
The postage rate for KCPS is $0.419 for letters (savings of almost 6 cents) and $0.272 for postcards (savings of almost $0.08)

16. Postcard Dimensions First-Class postcard rate
Pieces exceeding 4.25” x 6” must be at least .009” thick
5" Min. Length
3.5”
Min.
Height
Thickness
.007" "
4.25"
Max.
Height
Here are some of the minimum and maximum dimensions for a Post Card.
You will see that the Postcard and letter size minimum and maximum are different.
The minimum Postcard must be 3 ½” high X 5” long X .007” thick to be mailable.
The maximum Postcard Size is 4 1/4” high X 6” long X .016” thick
Mailpieces exceeding 4 ¼” high X 6” long must be a minimum of .009” thick to meet requirements.
6" Max. Length

17. Letter-Size Dimensions
5" Min. Length
Maximum Weight
First-Class
3.5 oz. • Machinable Presort
• Automation
Standard Presort
3.3 oz • Machinable Presort
3.5oz • Automation
• High Density
• Walk Sequence
• Saturation
3.25”
Min.
Height
6.125"
Max.
Height
Letters, because they are processed differently, have some differing size requirements.
The Postal Service bases a mail piece’s processing category solely on the physical dimensions, not the address orientation.
Here are the minimum and maximum dimensions for Letter Mail:
Pieces must be 3 ½” high X 5” long X .007” thick. Same as Postcards
Maximum Letter Size: 6 1/8” high X 11 ½” long X .25” thick
Pieces exceeding 3 oz. must meet additional standards for heavy letter mail in DMM
11.5" Max. Length
Minimum thickness ”
Maximum thickness ”

18. Postcard Dimensions First-Class postcard rate
Pieces exceeding 4.25” x 6” must be at least .009” thick
5" Min. Length
3.5”
Min.
Height
Thickness
.007" "
4.25"
Max.
Height
Here are some of the minimum and maximum dimensions for a Post Card.
You will see that the Postcard and letter size minimum and maximum are different.
The minimum Postcard must be 3 ½” high X 5” long X .007” thick to be mailable.
The maximum Postcard Size is 4 1/4” high X 6” long X .016” thick
Mailpieces exceeding 4 ¼” high X 6” long must be a minimum of .009” thick to meet requirements.
6" Max. Length

19. Plastic Covers Not for Letters!
Is polybagged, polywrapped, or enclosed in any plastic material OK?
Also not permitted on automation-rate letter-size mail
PLASTICS INC
PO BOX 0000
ANYWHERE IN
U.S. POSTAGE PAID
PERMIT xxx
City State
POSTAL FORUM
801 Mount Vernon Place NW
Washington DC 
Don’t even think about it!!
The Postal Service continues to offer a range of options for nonautomation-compatible mailpieces of all classes, however at somewhat higher postage rates.
You may design your mailpieces to be compatible with the Postal Service's optical character readers, which can add barcodes to pieces not originally bearing them.
If you do not prebarcode your mailpieces, it is likely that the Postal Service will attempt to do so itself.
In this case one thing you must remember not to do is use polybag, polywrap, or enclose your mailpiece in any plastic material.
Your mail will be handled as non-machinable and you may pay a non-machinable surcharge.
The reason this incurs a surcharge is that plastic material jams in the machines and causes static electricity.

20. Automating Your Mailpieces Odd-Shaped Items – Letters & Flats
Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven
Also not permitted on automation-rate letter-size or flat-size mail
Sometimes when we are designing a mailpiece, we are thinking of what the customer will think when they open the item.
This does not always coincide with Postal requirements for automation.
If you are claiming automation rates, the mailpiece needs to be uniform in thickness.
So if you want to design mailpiece that contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven it would incur a nonmachinable surcharge.
This is not to say that you cannot mail these types of items, just that you cannot claim automation rates which are more favorable.
Mailpieces need to be uniform in thickness to be processed on automation equipment.
If you do however decide to place items such as this in a mailpiece please ensure it’s secured in the envelope.

21. Automating Your Mailpieces Flexibility - Letters
Is too rigid
Does not bend easily when subjected to a transport belt tension of 40 pounds around an 11-inch diameter turn
Automation-rate letter-size mail must be flexible
The Postal Service processes and distributes mail through a variety of mechanized and automated equipment.
The most efficient and accurate processing comes from the use of automated, high-speed, computerized mail sorting and processing equipment.
The Postal Service uses two basic types of automated equipment to process letter-size mail: Optical Character Readers (OCR) and Barcode Sorters (BCS).
If a mailpiece is too rigid (does not bend easily when subjected to a transport belt tension of 40-pounds around an 11-inch diameter turn), a nonmachinable surcharge is incurred.
In addition to size, shape, and material used to create letter mail, flexibility and rigidity of the mailpiece are important.
The contents of mail must be reasonably flexible to ensure proper transport through postal processing equipment.
At the same time, if your mail is too flimsy, it might catch in the metal joints of the processing equipment.
Extremely flimsy or thin mailpieces also tend to stick together or adhere to other pieces easily, causing missorts and possible delays in delivery of the mail.
Items such as credit cards and small coins firmly attached to the contents of the mailpiece are usually acceptable if the mailpiece and its contents can bend easily around an 11-inch diameter steel drum (11-inch diameter drums are used in the USPS's automated machinery's belt transport system.
The reason for this criteria is that the automation equipment has many twists and turns that the mailpiece must travel around.

22. Pre-Test Questionable Stock
Contrast between paper & barcode
Recycled Paper
Phantoms/Screens
Security/Check Stock
Translucent Envelopes
This slide covers what we refer to as “contrast”.
The Postal Service needs to ensure that there is sufficient contrast between the printed character and or barcode and it’s envelope background so that it can be successfully “read” or processed on automation equipment.
You may be familiar with some of the background types that can cause problems for the automation equipment I’m sure you have all seen the “Security” check like backgrounds.
Also some recycled paper does not provide a good background for automation rates and can be disqualified.
If you are unsure about the paper quality you have, call me and ask.

23. Print Contrast
National Postal Forum
810 Mount Vernon PL NW
Washington DC
Sufficient contrast between the print and the background must be apparent to be successfully processed on the Optical Character Reader (OCR) or Barcode Scanner (BCS).
The lighter the background and the darker the print the better the chance for automation compatibility.
Although a white background is preferred, pastels and a number of other light colors are acceptable.
A black envelope with a white delivery address (reverse printing) is not acceptable for OCR processing.

24. Choose the Right Colors Letters & Flats
White paper/black ink is BEST!
Pastel colors with dark ink work
Best
To maintain an adequate contrast, using dark ink on a light background is needed.
The best possible contrast is black ink on white paper.
This is a chart to refer to if you want to use color because I know sometimes black and white does not grab your audience’s attention.
But remember, always use dark ink, preferably black.

25. Building Quality Addressing Standards for Letters & Flats
Please use a complete and proper address
JOHN DOE
ABC ELECTRONICS
826 KENTUCKY ST
YOURTOWN KY
A complete and proper address is a VERY important element in successfully delivering your mailpiece.
The correct format and information in the address enhances the processing and delivery of your mail, reduces undeliverable-as-addressed mail, and provides mutual cost reduction opportunities for you and the Postal Service through improved efficiency.
This is the proper format – all caps, no punctuation and the person’s name should be at the top. USPS reads the address from the bottom up
JOHN DOE
ABC ELECTRONICS
826 KENTUCKY ST
YOURTOWN KY

26. Delivery Address Format
Use 10 to 12 point OCR readable font
Use black ink against a light background
Left justify information
Use 10-to 12-point OCR readable font. Avoid script and narrow fonts.
Address block should be clear of graphics and extraneous information.
Label and envelope material should be opaque so that the text and graphics inside the mailpiece cannot be detected by processing equipment. Text and graphics must not show through the address.
Use printers that do not leave voids within characters.

27. Extraneous Information - Flats
Keep advertising, logos, and other information clear of delivery address area
Cannot use two different return addresses
Keep advertising, logos, and other information clear of the delivery address area .
Two different return addresses may not be used on any mailpiece.

28. Automating Your Mailpieces Window Envelopes - Letters
Window envelopes must have 1/8” clearance between
the address printing and any window edge throughout maximum insert shift.
1735 N LYNN ST
ARLINGTON VA
Act now!
98765**
NATIONAL POSTAL FORUM
810 MOUNT VERNON PLACE NW
WASHINGTON DC
ONAL POSTAL FORUM
OUNT VERNON PLACE NW
INGTON DC
Again, the OCR needs to “see” the address in order to evaluate the address and convert the information into a barcode.
Window envelopes can be particularly challenging. If the mailpiece shifts within the envelope, the address can be unreadable.
An address in a window envelope must be completely visible for the OCR to successfully process the mailpiece.

29. Standard #10 Window - Letters
Here is an example of a #10 standard window envelope.
The concern when using a #10 standard window envelope is that 1/8” clearance from the window has already been lost.
Remember when a window envelope is used, the clearance between the leftmost and rightmost bars and any printing or window edge.
5/8"

30. Barcode Clear Zone - Letters
Barcode was in 5/8” area – not in Barcode Clear Zone
Here is another example of a mailpiece where the barcode was in 5/8’ area and not in the barcode clear zone as we previously discussed.

31. Address Block Location - Flats
Readability Guidelines
Landscape Orientation
Portrait Orientation
The delivery address should be 3 or 4 lines, excluding the Optional Endorsement Line (OEL) and/or the Address Change Request (ACS) participant code (keyline).
Additional information may appear on the lines above the address block )e.g.,account number, OEL, ACS participant code).
Print city, state, and ZIP Code on the same line.
Print delivery address information on the line immediately above the city, state, and ZIP Code line.
Print the attention line above the the company name
Left justify the address block information.
Use uniform font size and spacing throughout. Address characters should not touch. Uppercase and lowercase, as well as all caps, are acceptable.

32. Flexibility test, part 1
This is the first way to test for flexibility, with the length of the piece parallel to the square edge of a flat surface. Extend the piece out half its height and press down at a point
about 1 inch in from the outside edge, midway along the length. If the piece bends down at least 1 vertical inch without damaging the mailpiece, it passes the first test. If it does not pass this test, turn the piece around 180 degrees and try again. It passes the first test if it does bend at least 1 vertical inch without damaging the mailpiece.
If it does not pass the test when done in one of these directions, it is too rigid to be a flat.
If the piece passes this test AND does not have any rigid contents, it is considered flexible enough to be a flat.
If the piece passes this test but it DOES have a rigid contents, then go to the next step, part 2.

33. Flexibility test, part 2
If a piece passes the first test, but has a rigid contents, then apply this second test for pieces 10 inches long or longer.
Extend the piece with the length perpendicular to a square edge of a flat surface;
extend out 5 inches.
Press down at a point about 1 inch in from the outer edge in the center of the width. Turn the piece around 180 degrees and repeat this test.
If the piece bends at least 2 inches in both directions, it is considered flexible enough to be a flat.
Flats 10 inches or longer that contain a rigid insert; length perpendicular to edge.

34. Uniformity of Thickness
Must be uniformly thick
Must have flat smooth and regular shape and be free of creases, folds, tears, or other irregularities
Recommendation: Avoid placing irregularly shaped items or items repeatedly in the same location in a flat-size mailpiece
Recommendation: Avoid placing irregularly shaped items inside flat-size
mail or placing multiple items repeatedly in the same location inside a flat.
If you do place irregularly shaped items in a flat, secure them in place and
surround them with packing to make the flat uniformly thick.
Reason: Irregularly shaped flats can jam the AFSM 100 and may cause damage to both the irregularly shaped flat and other flats being processed.

35. Build Quality Mailpieces Every Time!!