Category: Copiers/Printers, Print Management

Looks matter. The way your documents look, that is. Are you one of those people who just mash everything together, and puts a staple or paper clip in the upper-left-hand corner before handing it off? Or maybe you take a bit more care and place a presentation, document, or report into an inexpensive three-ring binder?

It’s Not Only What You Do, But How it Looks

When you hand someone a printed report or document, their first glance at it makes an impression. You may have done the most fastidious research and analysis, but if the recipient just sees a messy bunch of paper, it will blunt the impact of your hard work. Professionalism is reflected not only in content but also in appearance.

Bindings for reports, manuals, and other papers and documents you want to be presented in a crisp and impressive format come in different types. Common approaches include wire or plastic comb bindings that allow pages to be easily turned. Documents can also be bound with plastic strips that run along the edge of a document.

The machines that produce different bindings (along with their supplies) are plentiful, easy to find, and affordable. Docutrend has capture and distribution solutions to meet your specific needs.

Looking for the Right Machine and Covers

Many binding machines (for example, a strip, coil, or comb binder) use a manual or electrical technique to punch a set of holes down the left edge or across the upper edge of the cover and enclosed documents.

One popular system places a ridged spine (with evenly spaced tines) through these holes, as well as a back spine with matching holes the tines fit into. Pressing the assembly together lets the tines lock in place. Then, the excess tines protruding out the back are either folded over and locked to the back spine or cut off at the back spine and melted to fuse everything together—depending on the machine and spines you select.

Comb binders work somewhat similarly. They punch holes down the edge of the document and cover, open the combs so the document can be inserted, and release the combs to create the bound document.

Another approach is a binding system with a heat-sensitive glue on the spine that is melted to fuse the pages and covers into a book-like package. And yet another binding system involves crimping a metal U-shaped channel on the spine to hold the cover and papers together.

Looking Good

Whichever system you decide on, there are machines that are affordable and easy to use. Report covers can be as plain or as fancy as you desire. See-through acetate covers allow the recipient to see a cover page; for some of the binding systems, hardcovers are available to produce a bound document resembling a book.

As a middle-ground option, cardboard covers can be printed or even foil embossed with your company or organization’s name. Your office products dealer should be able to help you decide which system will best meet your needs and the image that you want to project.


Document binders are a useful tool. They let you create sturdy and impressive-looking reports and documents. You’ve put a lot of work into your printed output. A binding machine lets you go that extra mile, adding value to your work.

Contact us to discuss what options would be best for you.