Process of making an address list compliant with the USPS by putting information in designated columns, removing all unnecessary formatting, spaces and punctuation, capitalizing all characters, standardizing and correcting abbreviations, combining secondary designators (suite, apartments, trailers) with the main address and separating foreign addresses. Cleaner address files mail more efficiently and with a higher postage discount rate. *Recommended for all mailings, no limits on quantities
Address Merges
Transfer data file with list of addresses to an individual print project such as a postcard or letter.
.ai
Adobe Illustrator file extension. Illustrator files are typically used for vector based drawings, illustrations, logos, etc.
Barcoding
Data printed on projects that can be read by a scanner to sort for folding or mailing, typically page count or zip code based.
Batch Printing
Print large quantities of files continuously, removing manual processes for increased efficiency.
Bids and Estimates
Estimated cost, options and timeline to complete a specific project.
Bindery
Space and processes that include all types of paper finishing. Includes: binding, collating, cutting drilling, folding, laminating, foam core mounting, gathering, gluing, indexing, numbering, stapling, UV coating, etc.
Extra 1/8th or 0.125 inch border added around the entire document in order to print all the way to the edge of the paper. Projects with bleed will be printed oversized and them trimmed down to the final size.
Personalized stationery for individuals or departments
Bulk Mail
Mailing large quantities of mail either commercial First-Class Mail or Marketing Mail. The USPS uses the terms “bulk” and “presorted” interchangeably.
Capitol Post Office
Print & Mail staffs and operates the post office location at 1301 E 6th Street Helena, MT 59601. Hours are Monday to Friday 8:00 am to 1:00 pm. Phone: 406-444-2864.
CASS
Coding Accuracy Support System based on USPS data to standardize and correct abbreviations, spelling and city names, add ZIP+4 codes, carrier route, Line-of-Travel information and DPV verification.
CDs, DVDs & USBs
Duplicate data onto devices for distribution.
Coding
Computer programming to automate processes, create websites, provide alternative formats, manage fillable documents, merge projects and much more.
CMYK stands for cyan, magenta, yellow and black. CMYK is the color space used for commercial printing. These colors are made up of dyes and pigments therefore limiting the range of colors. Often they will appear slightly more muted than they are on your monitor.
Mathematical model showing ranges of colors and visibility of color spaces.
Corner-Staple
Process of binding sets of paper together with a short thin wire punched through paper to fasten. Typically placement is the upper left hand corner, but can be adjusted for landscape orientation.
CSS
A Cascading Style Sheet is code describing the appearance of web pages including formatting, fonts, colors, layout, etc.
.csv
A comma-separated values file extension stores tabular data (numbers and text) in plain text (no extra formatting.) Used for merging data, in particular address files.
Daily Courier Service
Every day Print & Mail staff pick up letters and parcels from the USPS and deliver them to state agencies. They also pick up and deliver mail between agencies (Interagency Mail or Deadhead.)
Deadhead
See Interagency Mail.
De-Duplicate
Remove all duplicates, typically based on same name and address in bulk mailings.
Deliverability Report
Report of addresses that will more than likely be delivered or not delivered (undeliverables) so that you can choose to mail to a more accurate list or update your database with correct information.
Digital Printing
Print from a digital-based image directly to a variety of media (both of our black and white printers, combined 17,000 F/B copies an hour, and canon, production quality color, print only from digital files.)
Digitize Documents
Scanning or recreating existing printed files to a digital format.
DPI
Dots per inch, a measure of dot density. The higher the number of dots, the higher the resolution.(Recommended dpi is 300 for printing and 72 for digital use.)
DPV
The Delivery Point Validation system is used by the USPS to verify that an address is actually deliverable.
Electronic Certified Mail
Mail sent with electronic (email) proof of delivery. This method provides delivery date and time with an online tracking number. For quantities of over 1000, Print & Mail can process Electronic Certified Mail at a discounted rate.
Personalized stationery for individuals or departments.
.eps
An Encapsulated PostScript file extension is another way to save vector based files. eps files are compatible with Adobe Illustrator and other design programs such as CorelDRAW.
Fillable Forms
Create a document where certain fields/elements can be edited.
Finishing
All processes performed on printed materials after printing. Includes decorative processes such as stamping, die-cutting, embossing, laminating, foam core mounting, UV coating, etc.
First-Class Mail
Mail service for standard-sized envelopes weighing up to 3.5 oz with delivery in 3 business days of less. All prices are based on size, shape and weight. Delivery time is 1 to 3 business days. See Pre-Sorted Mail, Single-Piece Mail and Marketing Mail.
Foam Core Mounting
Adhering paper to a lightweight material made up of two layers of clay-coated paper filled with polystyrene foam. Typically used for projects such as posters that need support to be displayed.
Combining words and ideas into final printed and digital products including brochures, fliers, posters, books, annual reports, postcards, greeting cards, promotional items, websites and much more.
.html
Hypertext Markup Language is a system for arranging and tagging files to display on world wide web pages.
.indd
InDesign document file extension that contains all formatting, content, styles, linked files, etc. An alternative format compatible with more versions of InDesign is an .idml document.
Also called a Permit Imprint; a convenient way to pay for postage on high volume mailings. Instead of stamps or a postage meter, a box with a permit number is printed in the upper right corner of the mail piece.
Ink Jetting
Process of printing addresses on mail pieces using a machine that sprays ionized droplets of ink onto the paper.
Process of placing printed materials inside of an envelope. An inserter is a machine that automates this process to insert thousands of items per hour.
Interagency Mail
Also called Deadhead; Print & Mail staff pick up and deliver mail between agencies. There is a morning and afternoon pick-up time for each agency.
.jpeg
Joint Photographic Experts Group file extension used for photos. Typically smaller in file size because they do have some losses to quality, also called lossy.
Laminating
Applying a thin transparent plastic sheet (coating) to usually a thick stock to provide protection against liquid and heavy use, and usually accents existing color, providing a glossy effect, also available in matte/soft touch.
Large Format Printing
Print posters and signs up to 42 inches x no limit.
Letterheads
Personalized stationery for individuals or departments. Typically has a header at the top with a logo and contact information.
Logo Design
Creation of a graphic mark, emblem, or symbol commonly used to aid and promote instant recognition.
Managed Print
Formally known as the copier pool – the Managed Print Program is a contracted service for purchasing or leasing multi-function devices (office copiers) through us for specific price based on your agency’s needs. The program includes maintenance and service for the entire State of Montana.
Margin
The space (border) between the edge of the page and where content starts. Recommended minimum 1/4 or 0.25 inch.
Marketing Mail
Also called Standard Mail or Snail Mail; mail service for printed matter, flyers, circulars, advertising, newsletters, bulletins and catalogs. Postage prices are lower than First-Class Mail rates. However, there is a minimum of 200 pieces, no guaranteed delivery time (estimated 10 to 14 days) and mail pieces are not forwarded or returned.
A label generated by a postage meter machine that functions as a postage stamp with a date postmarked and postage rate all in one. Can be used for pre-paid returned mailings.
Move Update
Update addresses using the USPS NCOA database with the new addresses of people and businesses that have moved.
NetSort
Also called WinSort or Sorter; sorting machine that scans at a high speed to read addressed mail pieces and sort them into trays by zip code for the USPS.
NCOA
National Change of Address database with approximately 160 million change-of-address records filed with the USPS.
Numbering
Process of printing or stamping consecutive numbers on printed items such as coupons or forms.
Offset Printing
Printing press applies pressure to an inked surface transferring the ink to paper (letterheads and envelopes.)
OMR Mark
See Barcoding.
Padding
Binding a number of sheets of paper together along one edge using padding cement (notepads, form, tear off sheets.)
A Portable Document Format is a file extension used to exchange documents across operating systems. They capture document text, fonts and formatting for printing as well as links buttons, audio, video and interactive elements for digital use. To view and sign pdfs you can use Acrobat Reader DC, which is free. To edit pdfs you will need Adobe Acrobat DC which can be purchased. Also, microsoft programs will let you save as or convert files to a pdf.
Perforating
Creating a line of small dotted holes for the purpose of tearing-off part of the piece of paper.
Photo Editing & Purchasing
Pick out stock photos from a variety of reputable sites and purchase the photos for agency or project use.
Small squares that are the smallest element in an image/device. There are a set number of pixels in an image, so increasing the size can cause the image to look grainy or “pixelated.”
PMS stands for Pantone Matching System® - a standardized color system for identifying colors. You may recognize them as the book of printed colors and samples in a fan format. A PMS or “spot” color is an existing color with pre-mixed ink. Most Pantone/PMS colors can be converted to CMYK for print or RGB for web use.
.png
A Portable Network Graphic is a file extension that retains transparent background, but is typically very small and low resolution. The most common use is for digital/web.
Postage Discounts
Mailing at a reduced postage cost by having your mail Pre-Sorted, your addresses cleaned up. The cleaner your address file is the greater the discount you can receive.
Prepress/File Setup
Page layout, typesetting, proofing and other work done on a publication before it is actually printed.
Pre-Sorted Mail
First-Class Mail that is sorted and prepared prior to delivery to the USPS. By doing some of the work beforehand there is a postage discount applied. There are two ways of pre-sorting: software called Satori or a machine called the NetSort. For the USPS Pre-Sorted First-Class discount, the minimum is 500, but at Print & Mail we can co-mingle smaller amounts to still mail at the discounted rate.
Pre-Sort Reports
Automation done prior to sending mail to the USPS. The reports include generating barcodes and sorting by zip code to increase efficiency and postage discounts on large quantities of mail.
Print Contracts
Written and legal document outlining project scope including printing details, conditions, price, timelines, shipping, delivery/distribution, overruns, etc.
Procurement
Help you acquire quotes, services and printed materials from an external source via a competitive bidding process to ensure best prices based on factors like quality, quantity, time and location.
RGB stands for red, green and blue - the primary colors of visible light. RGB is the color space used for television screens and computer monitors. Printing RGB creates problems because the colors will appear different and much less vibrant than what you see on your computer screen.
Request for Information
Request sent to potential vendors looking for information, services, quotes, options about a product.
Request for Proposal
Request sent to potential vendors about a specific project to decide which vendor will receive the print contract.
Rush
An urgent or intensive job. For 2 days or less a surcharge will be applied. For 1 week or less a surcharge may be applied depending on complexity of project.
Satori
Software that is used for address clean up and sorting.
Once an address list has been formatted into specific designated columns (name, business, address 1, address 2, city, state, zip, country) then it is run through the CASS system for standardization, verified against the NCOA move update database and can be presorted/assigned a barcode and tray tags for mailing.
Satori can generate deliverability reports of addresses that will more than likely be delivered or not delivered (undeliverables) so that you can choose to mail to a more accurate quantity or update your database with correct information.
*Minimums for address correction and move update report: 100
*Minimum for mail sort barcoding: 200 but we require it for mailings over 1,000 unless otherwise requested
Scoring
Also called a crease; compressing paper along a straight line so it folds more easily and accurately.
Self-Mailer
A pieces of mail that does not require an envelope. The address is printed or affixed directly to the mail piece in a designated location. Folded self-mailers must be sealed using glue or tabs.
Single-Piece Mail
Mail that is processed at full retail price. This includes high gloss items and flats. These pieces are metered with the correct amount of postage on each piece. See Pre-Sorted Mail, First-Class Mail and Marketing Mail.
Shrink-wrap
Covering finishing projects in a material made up of polymer plastic film that shrinks tightly over whatever it is covering when heat is applied.
Sorting
Mail can be run through the NetSort to be sorted by zip code prior to sending mail to the USPS. This method of automation, similar to Pre-Sort Reports increases efficiency and postage discounts on large quantities of mail.
Also called waferseals; circular stickers applied and wrapped around the edges of mail pieces to create a self-mailer. Tabs cannot interfere with the barcode, postage or address.
Three-Hole Punch
Create three symmetrically punched holes along the edge of a sheet of paper to fit into a binder or folder.
UV Coating
Applying a very glossy, shiny liquid to a printed sheet, then curing it with ultraviolet light, increases protection.
Variable Data
Transfer data file with list of information to a project where elements such as forms, charts, graphics, images, text, etc. change from one printed piece to the next.
Images that are built from mathematical calculations connecting one point to another to form lines and shapes. Vector files will appear as a series of points that can be adjusted in all directions. Most logos are built as a vector because they can be scaled to any size - from business cards to billboards.
Website Design and Development
Create designs, images and mockups to be built, or have full functioning sites built to completion.
Extra 1/8th or 0.125 inch border added around the entire document in order to print all the way to the edge of the paper. Projects with bleed will be printed oversized and them trimmed down to the final size.
