Are You Prepared for Vote by Mail?

Fluence Automation has solutions to help with absentee and vote-by-mail ballot processing.

Voting is a right for all Americans.

Let’s make it safe for everyone.

In light of recent events, voter safety has become a major concern, which could have an impact on future elections. When voters can’t safely go to the polls, they turn to alternate methods of casting their vote. As a result, many counties could see an increase in mailed absentee ballots. We know how important it is to have an affordable, efficient, and safe way to process and track those ballots.

Automation solutions can take as little as 90 days (or less!) to put in place!

Key Features

Fluence Automation offers affordable, practical solutions based on our advanced sorting platforms, that solve many of the most difficult mail ballot processing challenges. We design, build, and support our systems, and therefore control the long-term product direction.

Our solutions deliver valuable capabilities, developed over years of working with county officials and built on platforms proven through decades of heavy-duty production mail processing.

Fluence Automation has solutions to make managing mailed ballots easier and optimize your workflow:

Automate signature verification

Automate inline envelope opening and privacy tab removal

Verify envelopes and ballots

Capture multiple data points for audit tracking

Digitize envelopes and signatures

Work seamlessly with your EMS and automate the data transfer

Our Vote by Mail solutions can integrate with just about any EMS, so you can keep your existing system in place!

Dashboard & Admin Features

The software included with vote by mail solutions from Fluence Automation makes it easy to track ballot processing and view metrics. Election workers can view immediate and easy-to-read progress status readouts for individual jobs on the main Batch Status screen, and the Dashboard can provide broader insights on election progress. Customizable metrics reporting is also available to further assess productivity, trends and progress. Administrators have control over user privileges, review settings and challenge code handling with a simple, menu-driven interface.

Summary dashboard of all batches delivers quick overview of overall processing status
Advanced lookup options provide full processing history by ID and current status
Duplicate resolution feature includes hyperlinks to images for further investigation
Freeform notes field for each batch simplifies communication with broader team
Tiered access rights may be configured for each process step
Multiple export options available to suit individual process needs
Audit log may be exported at any time
User-configurable features support workflow changes without code changes or custom software versions

Key Benefits

Save Processing Time and Space

Consolidate multiple steps into fewer automated steps, including tab removal
Efficiently handle high volumes on peak election days at throughputs from 18,000 to 45,000/hr
With a two-pass operation, it is possible to sort to 196 separations with a 16-bin sorter

Minimize Errors, Accelerate Troubleshooting

Various concurrent validations – ID validation, duplicate checks, thickness, double feeds, etc.
Item-level tracking with easy lookup for processing history, with images for each run, designed for detailed investigation
Efficient image review with tiered access rights, for initial and subsequent verification
Detailed audit log captures all key processing steps and status changes

Simplify Training & Staffing

Automation of manual tasks reduces amount of temporary staffing needed
Fewer manual tasks reduces training needs, structured process supports quick learning
System-generated reports simplify tallying, monitoring, and other processing

Industry-Leading Service

One of the widest and most well-run nationwide service networks available today
Local service supported by specialized remote support
Extensive experience maintaining 24×7 production equipment
Protects investment and maximizes performance

Steps for Processing Incoming Ballots

First Pass

Feed ballot envelopes. The system automatically:

Verifies barcode ID, confirming current election
Checks for thickness and doubles*
Detects duplicates within and across batches
Detects and removes tabs*
Automatically verifies signature*
Prints date and time stamp*
Sorts based on precincts, ballot styles, and other parameters
Diverts challenges and verification failures

Review Images

Operator reviews up to 4 scanned images at a time
Review the signature only or complete envelope
Initial review by reviewer role
Subsequent reviews by supervisor or admin roles
Select from among configurable drop-down choices for specific conditions

Re-Pass

Re-run previously run ballots if necessary, without impacting counts
Re-run challenges after they are cured, to sort into the correct groups prior to fine sort
Detect duplicates within the batch for accurate counts tracking

Fine Sort

Sort ballots to desired separation level (precinct / ballot style / other)
Operator feeds individual group of ballots
Selectively open only accepted ballots*
Detect duplicates within and across all fine sort batches

Optional Features

Doubles Detector

Useful for diverting envelopes that may be stuck together, ensuring all pieces are correctly handled

Image-based detection of double edges identifies true double-feed conditions

Thickness Detector

Useful for diverting envelopes with more than the expected number of ballots

Laser-based thickness detector identifies differences down to one sheet of paper

User-configurable thresholds

Inkjet Printer

Print date, time, and custom message on the envelope with no loss in throughput

Minimal maintenance and easy cartridge replacement

Optional continuous inkjet for very high-volume applications

Inline Opener

Inline opening without content damage

Ultra-fine depth adjustment

Selective opening allows both good and challenged envelopes to be fed with only good envelopes opened

Includes dust collector to minimize dust and efficiently collect paper chips

Inline Tab Remover

Detect and remove privacy tabs at up to 8,000/hr (for 1” x 3” tabs), concurrent with sorting

Ergonomic collection of removed tabs

Advanced laser technology cuts single layer of paper, without damaging contents (Class 1 laser product)

Specifications

Item

Criterion® Elevate

Criterion APEX®

Cycle Speed

(Throughput stated is for #10 envelopes, and will vary up or down based on envelope size)

22,000/hr for #10 envelopes

8,000/hr (in tab removal mode)

47,000/hr for #10 envelopes

Footprint

with 16 2-tier bins (not including cutter or tab removal module)

14.3’ x 6.2’

17.4’ x 6.6’

Incremental length for additional 16-bin sections

56”

Power

208V 3-phase or 240V single-phase Amperage requirements vary depending on configuration

208V 3-phase Amperage requirements vary depending on configuration

Air

Requirements vary:
Air required for continuous inkjet printers; No air required with cartridge printers

Envelope sizes

Height: 3.5” – 7.0” (up to 13” with optional flats kit)

Length: 5.0” – 11.5”

Thickness: 0.007” – 0.250”

Height: 3.5” – 7.0”

Length: 5.0” – 11.5”

Thickness: 0.007” – 0.250”

VBM data review client software

for image review

Yes

VBM server software

(data review and inbound) for EMS interface, audit logs, detailed lookups

Yes

MMT SABRE®

with optional automated signature verification

Yes

First pass, repass and fine sort operations

Yes

Integrity package

(thickness and doubles detector)

Yes

Selective inline opener with vacuum

Yes

Printer

Cartridge or continuous inkjet

Continuous inkjet

Inline tab removal

(Uses a laser in a Class 1 enclosure for safe use with fume extraction)

Yes

Fluence Knows Vote by Mail

Fluence Automation brings together a unique set of capabilities that is unmatched in the industry. In 2007, we adapted our sorting and software platforms to serve the Vote by Mail market, and we’ve steadily grown our presence in this space over the last 10 years.

We have Vote by Mail installations in several states across the country. We have customers whose ballot returns range from fewer than 50k per election, to those who process over 1M ballots. As a result, our product platforms and support team are well versed in addressing the wide variety of needs different counties may have.

Automation

Advanced imaging for high-speed mail, parcels, and vote by mail automation, including advanced linerless labeling technology

Software

Software adapted to sorting best practices, created as a solution to your needs and made to work with your products

Durability

Durable equipment that lasts decades, as well as dependable replacement parts for all of our equipment

Experience

Over 70 years of experience in the mail industry and more than a decade in the Vote by Mail marketplace