WVOT Print Services: Submission & Fulfillment Guide

Welcome to the WVOT Print Shop. Use this guide to understand our workflow, hardware capabilities, and how to submit your jobs.  

1. How to Submit a Print Job 

We offer three primary ways to submit your documents:

• Standard Digital Submission (RPD): This is the most common way to submit documents and send them to the Ricoh Process Director (RPD). This software converts your files to PDF automatically.

  • Process: Drop your files into your designated Hot Folder (FTP).

  • Requirement: Please email the Print Shop to ensure your jobs are formatted correctly for the RPD environment.

• Mainframe Submission: For legacy systems, jobs can still be submitted directly to our dedicated mainframe-compatible printers.

• Direct Requests: For smaller jobs or to discuss specific printing options, you may email the printshop manager directly.

2. Printing & Mailing Workflow

Once your files are submitted, they move through our automated fulfillment process:

1. Generation: Files are processed through the RPD or the Mainframe.

2. Printing: Jobs are routed to our cut-sheet printers (5 color-capable and 3 black-and-white units).

3. Preparation: The mailroom prepares the documents for the next stage.

4. Inserting: Our mail inserters will fold and place additional inserts into the envelopes.

Postage & Dispatch: We partner with Job Squad for presorting and commingling to ensure our agencies receive the lowest possible postage rates. 

3. Materials & Custom Requests

• Standard Stock: We maintain a steady inventory of standard paper and envelopes used for regular agency runs.

• Specialty Orders: If your job requires specific paper (weights, textures, or colors), we can order it for you. Note that specialty materials will be billed directly to your agency.

• Finishing Options: We offer professional finishing, including 3-hole punching and specialty inserts. Please reach out to the Print Shop for custom requests. 

4. How to Cancel or Stop a Print Job

If you realize a job was sent in error, time is of the essence.

• Before Printing - Call the Print Shop immediately to cancel.

• Printed/Inserted - We can put the job on hold to prevent it from leaving the building.

• With Job Squad - Too Late. Once the mail is picked up by the Job Squad (WARF contract), it cannot be retrieved.

Pro Tip: Always double-check your data before dropping files into the Hot Folder!

Contact Information

• Printshop team: otprintshop@wv.gov

• General Inquiries & Materials: Email the print shop manager

• Emergency Cancellations: Call the Print Shop Floor directly at (304) 558-6380