Tag documents and incoming mail on your mobile device

Print letters, forms, and incoming documents directly with the date, time, text, or barcode—flexibly, with permanent printing, and without additional labels.

With REINER mobile marking devices, you can apply the date of receipt, time, custom notes, and machine-readable codes directly to paper. This allows you to create traditional receipt stamps, department markings, and digital identification features all with a single device. Separate labels, divider sheets, or multiple individual stamps are no longer needed.

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Requirements for the Mailroom and Administration

Why standard solutions are often not enough

REINER jetStamp 1025 sense when printing a document

Incoming letters, forms, and documents must be clearly marked immediately upon receipt. It is important that all information be clearly legible, permanent, and usable for subsequent processing steps. Mobile direct-printing devices enable uniform labeling directly on the document. In addition to the date and time, processing notes, department information, or barcodes can also be included in the printout.

Typical requirements

Reliably Record the Time of Receipt and Processing
Assign documents to a department or responsible person
Add 1D or 2D codes for downstream systems
Produce document-quality prints
Support transparent and audit-compliant processes

Typical challenges

Mechanical stamps can only be adapted to changing content to a limited extent
Labels and dividers must be prepared, stored, and properly assigned
Stickers and extra paper increase material usage
Labels can make filing and archiving more comprehensive

Examples of Mobile Document Tagging

Use cases from practice

Receipt Note
For unambiguous assignment in downstream processes
Receipt stamps on papers, letters and envelopes
Digital inbox stamp for clean processes

Directly on the document, rather than using additional tools

Technology Advantages

With mobile direct printing, all necessary information is printed directly onto the paper. This eliminates many of the steps required when using mechanical stamps, labels, and divider sheets. The date and time are provided electronically. Different print templates can be saved and selected based on the document, department, or specific use case.

Process to Date

REINER Mobile Direct Printing

Several stamps for different information

Date, time, text, and barcode in a single device

Prepare labels or divider sheets

Saved print images are available centrally

additional use of stickers and backing material

only ink as a consumable

predefined stamp texts

Flexibly select and customize content

Features for Everyday Document Use

Labeling that adapts to your material

Additional features:

1D and 2D barcodes
Certified document-proof ink
Support for processes in accordance with BSI TR-03138 RESISCAN
Darkscan feature for automatic forwarding

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Practical example

Applications, experiences, and tips

The city of Lüneburg processes a large number of incoming documents via traditional mail every day. The aim was to make incoming mail more efficient with the help of the jetStamp® 1025 and to clearly assign it to the right departments.

Result:

Merging several work steps into one printing process
Reduction of manual sorting and preparation work
Automatic digital assignment of documents
Less effort in the scanning and filing process
No more labels or dividers required

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Labeling in practice

Applications, experiences, and tips

All case studies

Suitable devices for incoming mail, forms & documents

Our solution

Companies, authorities and service providers use REINER direct printing to code documents in incoming mail or in day-to-day business quickly, cleanly and forgery-proof. The mobile devices replace traditional stamps and ensure a uniform, professional process.

jetStamp® 1025

Flexible application of inbox stamps and separators

With the jetStamp 1025, documents can be quickly and reliably stamped with incoming mail stamps, barcodes, dates or separators. Incoming documents can be coded directly on receipt, allowing documents to be clearly assigned and work processes to be structured.

✓ Print height up to 25 mm
✓ Automatic date and time function
✓ Individual stamp texts and separators
✓ Ideal for mailroom, administration and office

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jetStamp® 1025 sense

Scan documents and mark them directly with an inbox stamp

The jetStamp 1025 sense combines barcode scanning and direct printing in one device. Documents or codes can first be captured and then automatically marked with an incoming mail stamp or separator. This allows incoming documents to be quickly documented and digitally assigned.

✓ Integrated scanner for documents and codes
✓ Print height up to 25 mm
✓ Automatic date and time marking
✓ Ideal for mailrooms and digital document processes

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Frequently asked questions

FAQ

All FAQs

Is there a modern alternative to the classic date and receipt stamp?

Yes, a mobile direct printing system completely replaces mechanical stamps. The date, time and other details are generated automatically and printed directly onto the document - cleanly, legibly and without manual adjustment.

Can mobile direct printing completely replace a classic inbound stamp?

Yes, mobile direct printing can completely replace conventional date and receipt stamps.

Instead of mechanical stamps, the imprint is printed directly onto the document - clearly legible, consistently precise and without manual adjustment of the date or text.
This prevents misalignments, blurred stamps or forgotten date adjustments.

This ensures greater efficiency and traceability, particularly in the inbox of authorities, administrations and public institutions.

Can the date and time be printed automatically in the inbox?

Yes, the date and time are generated automatically and do not need to be set manually.

Can also be integrated:

File number
Processing numbers
Department labels
Consecutive numbers

This increases process reliability in incoming mail and reduces sources of error.

Is the print on documents smudge-proof and permanently legible?

Yes, with the appropriate document-proof ink (certified), the imprint is permanently legible on paper and suitable for official documents.

Can I save multiple stamp templates for different departments?

Yes, various stamp templates can be saved and flexibly selected via the integrated display on the device.

For example:

inbox
Building authority
Comptroller's office
Public order office
Personnel department

This means that the device can be used centrally and saves several individual stamps.

Is the device suitable for daily use in the inbox?

Yes, the device is designed for regular use in office and administrative environments.

It works:

clean
low noise
precise
Without ink ribbon or ink pad

This makes it ideal for permanent use in incoming mail or in administrative offices.

Can direct printing be easily integrated into existing incoming mail processes?

Yes, mobile direct printing does not require any complex installation.

He can:

can be used directly at the workplace
Switch flexibly between departments
can be used without IT integration

This means that direct printing can be integrated into existing workflows without having to change processes.

Is the imprint document-proof and suitable for authorities?

Yes, we offer certified document-proof marking. The imprint fulfills defined test criteria in terms of durability and legibility and is suitable for official documents such as:

Inbox stamp
Notices
Administrative files
Archive documents

We would be happy to advise you on which combination is certified for your requirements.