Collated means to arrange sheets of paper in a specific order or sequence. For example if you were printing packets that each included 3 different pages (ex. a cover sheet, product information, and order form) to collate the packet would be to group every packet of the unique 3 pages together, as opposed to printing each version of the 3 pages separately (ex. printing all the cover sheets together). Below is a diagram which shows the difference between collated and un-collated pages.
Example of collated printing
Example of uncollated printing
Collating is important when sending multiple page documents like open enrollment information, financial documents, statements, etc that have sensitive and personalized information on each page. Pages can be collated based on a set number of pages (after every nth page) or after each record (when printing variable data). At Action Mail we can collate when printing (as long as the file has a FreeForm, PPML, Creo VPS, Xerorx VIPP, PDF/VT imposition or needs to be collated after a set number of pages) and can also collate after printing when inserting or assembling the piece. We can also setup your variable data merge so that the file is in the correct format to be collated when printing.
Collating during the printing process works well for packets that will be stapled, binded, or inserted into a 9”x12” envelope. Once the files are printed they can be directly inserted into 9x12 envelopes stapled or binded and will remain in the correct order and grouping.
When a piece needs to be inserted into a regular #10 envelope collating will need to be done after the piece is folded when the pieces are being inserted. In these cases the piece can either be inserted one after the other or can be nested behind each other. A printer can either print the pieces in the correct order or print each version separately and collate the pieces when inserting. Typically when a piece has multiple pages with generic information, the piece is inserted one after the other, as the sequence does not matter, but when there is personalized information it is better to nest the pages to ensure that personal information is consistent. It is also best practice to add a sort number onto each page so an audit can be conducted to confirm that the pages have been collated correctly and are in the correct order.
Some form of collating will be necessary for multiple page documents but if collating should be done while printing or in the inserting phase of the project depends on the size, type of information, and design of the piece.