Development of a client separator for the automated preparation of enveloping processes in compliance with data security requirements

The company rcDDM GmbH – a former T-Systems subsidiary with
seat in Weingarten, Baden-Württemberg – ranks among Germany’s
market leaders in digital and classical document management.
For its approximately 150 clients from the areas of industry, trade
and public administration, rcDDM GmbH as full service provider,
records, compiles, manages and sends out very different types
of documents, thus enabling its customers modern and flexible
B2B and B2C communication – physically and electronically. The
services of rcDDM GmbH extend from the processing of incoming
mail and scan service detection across typing and archiving, up
to printing, enveloping and dispatching of the documents.

Initial situation
Next to major enterprises and corporate groups, rcDDM GmbH
also serves medium-sized companies, among others in document
output management. Since the comparatively slight document
volume of these companies usually does not warrant the use of
large-scale printing/folding/enveloping lines, the documents were
sorted, bundled, folded and enveloped manually up to now. That
functioned quite well in practice. Nevertheless, a process in which
human beings occupy such a central role remains prone to errors,
at least theoretically. A situation that data protectionists regarded
with suspicion and occasionally criticized: for an incorrectly sent
document – e.g. a payslip in the wrong envelope – ultimately
represents a disaster from the standpoint of data protection.

Project aims
In order to render the risks in connection with data security more
controllable, rcDDM GmbH ordered DATAWIN GmbH to develop
a client separator that would automate the preparation of the
documents for manual enveloping pursuant to data protection
demands and thus prevent a document from reaching the false
addressee. Focus was therefore not placed on the sorting speed
but rather on maximum sorting security – with particularly user-
friendly guidance. Since the sorted documents would arrive directly
at the site of the end customer, the matter of the paper transport
was to be solved in an especially careful manner. Additional
requirements on the new development were to be a password-
protected control system and operation of the client separator
as well as the documentation of all the user entries and device-
internal procedures by means of Logfile.

Project description
In close collaboration with rcDDM and within 6 months time,
DATAWIN developed a prototype that fulfilled all the requirements.
The client separator handles up to 5,000 documents per hour
that it automatically draws in from stacks of up to 1,000 documents.
The documents to be bundled for a particular shipment are reliably
recognized on the basis of parameters in QR code, barcode or
text and separated by colored paper slips dependent upon the
addressee and in a manner that is gentle in handling the paper.
The colored paper slips are of a different format from the
documents to be enveloped. The device thereby recognizes
faulty documents (e.g. double documents, empty pages, documents
in the wrong sequence, defective barcodes, etc.) and outputs them
in a separate sorting tray informing the user via touch-screen
monitor of the type of fault and adequate corrective measures.
Since there is always only one document in a run, the assignment
of error message to the defective document is always unequivocal.
Besides sorting and bundling the documents for each recipient,
the device also prepares and prints out the respective address
labels via an integrated printer. Another use of the client separator:
at the press of a button it becomes a batch scanner with a capacity
of 1,000 sheets.
Because of its convincing performance together with its multifaceted
application scenarios, the client separator was included in DATAWIN’s
series portfolio as the HEMERA M.

Weingarten, Sept. 6, 2016

Egon Birnböck
Manager Sales & Service
rcDDM GmbH
Josef Bayer Str. 5
D-88250 Weingarten