Reasons For Storing Files

Some of the reasons why print files are stored are described below:

• Back-up of Files: Some type of back-up is necessary for every computer system in the event that the system crashes or if print files are mistakenly written over or deleted. It is a good idea to perform a back-up every day. Most back-up software allows you to set a time when the back-up will initiate automatically.
• General Purpose File Storage: There are several methods in which often used print files are stored. The most common device for storing digital print files is the computer hard drive. DVD's, CD's, and Zip disks are also popular for storing files that are used often, such as clip art and photos.
• Transferring Files to a Service Bureau or Printing Company: At some point, print files will need to be transferred to a service bureau or print provider. File transfer can be accomplished with removable media such as a disk, which is then sent on to the printer or it can be transferred via the Internet. Your print provider can advise you as to the types of storage devices and job transfer methods that will work best for a particular situation.
• Archiving Seldom Used Files: Some print shops and service bureaus will archive files for a fee. They can advise you as to availability, pricing, and the time limit for archiving files. Some factors that determine whether or not files should be archived include the possibility of having changes made to a job or if the job requires rerunning. It is advisable to retain a copy of your files in the event that something happens to the files you have sent to the service bureau.

Types of Storage Devices

There are several types of devices and media that are available for the storage of digital files used for digital print output. Most devices allow for the data to be stored on some type of removable media or tape device, which allows for easy storage and transport of the data.

Choosing the correct storage device depends on how often the data will be accessed, the amount of space that is needed, and the speed of the device. One point to remember when purchasing a storage device is that the speed of your computer processor determines the data transfer speed, regardless of the speed of the storage device. Make sure that your computer is compatible with the option that you select. Some of the many storage devices are listed below:

• Hard Drive: The capacity of hard drives continues to increase while their cost has decreased. Either an external or an internal hard disk can be added to provide additional storage. By stacking and connecting a number of high capacity hard drives together in a RAID (Redundant Array of Independent Disks), an almost unlimited quantity of data storage can be obtained. All data that is written to one drive is automatically duplicated on the second drive, providing continuous data back-up in a process called mirroring.
• Removable Disks: There are many types of removable disks available from a variety of manufacturers that offer a complete range of storage capabilities. Among the most popular are DVD's, CD's, Zip, and Jaz disks with storage capacities ranging from 100 MB to several GB.
• Tape Cartridges: Like removable disks, tape cartridges are made by many different companies and generally have a much larger storage capacity than disks. They are often used as back-ups for larger files.
• Internet: The Internet can be used to access online service bureaus that specialize in content storage. Content can be stored for a fee or it may be stored free depending on the other types of services that are purchased from the service bureau.
• Solid-State Removable Storage: Storing data with solid-state removable storage is fast, small, light and the devices have no moving parts. It is not magnetic like a hard disk or optical like a CD, but is a solid state semiconductor such as battery backed RAM. Access time is faster than a disk because the data can be randomly accessed and does not rely on a read/write interface head synchronizing with a rotating disk. They also provide greater physical resilience to vibration, shock and extreme temperature changes. The one disadvantage that solid-state storage has is the higher cost per megabyte of storage. They are used for small, portable devices such as digital cameras and PDAs. A special card reader is required so that the disks can be read on a standard PC. Solid state storage is based on read-only memory (ROM). ROM is sometimes described as nonvolatile memory as it doesn't require any power to keep its contents intact. It is also referred to as Flash memory. There currently is no standard in flash memory types. You may have two different devices that use two different types of cards.

Fonts

On many occasions, the leading factors for preventing proper file output are font related problems. Files should be checked for incorrect or missing fonts. The service bureau and/or print provider should be supplied with all of the font names, versions, numbers, and the types such as TrueType or PostScript to ensure proper file output and to prevent unnecessary delays.

Color

All RGB images should be converted to CMYK before the application is printed. Spot colors must also be checked to make sure that there are no duplicates. Some spot colors may have to be converted to process colors before the job can be printed. Any colors that will actually be run as a spot color (rather than being simulated with process colors) should be checked to make sure that the ink or toner color is available for the particular piece of digital equipment on which the job will be printed. If the spot color is not verified, the job will require further preparation in order to simulate the color with process colors (CMYK). It is also a good idea to delete any unused color swatches created during the design process as well as any unused graphic elements.

Images

Bitmap images should be correctly sized, cropped, distorted, or rotated before they are place in a page layout application otherwise extra processing time is added which reduces the print output. Vector graphics can be manipulated without adding any extra processing time.

Hairline Rules

Every job should be checked for hairline rules, which are the thinnest line that the output device is able to print. The hairline rule width equals one dot in width which means that a digital press with print resolution of 600 dpi would print a hairline rule of 1/600th of an inch in width. Hairline rules are barely visible, but they are distracting. Rules should never be set less than 0.25 points in width (0.50 points is better). If a rule is a reverse surrounded with color, it should not be set less than 0.75 points.

Hidden Elements

Sometimes the layout for an application may contain borderless white boxes or freeform shapes that have been used to cover up unwanted elements of a design. For example, a small part of a graphic may need to be clipped or scattered elements may need to be removed and it is tempting to use a white shape to simply cover it up. The problem that arises is that the hidden elements, as well as the white boxes and shapes used to cover the unwanted elements, still contribute to the size of the file. The larger size of the file results in additional processing time through the RIP, which in turn reduces the printing speed of the digital equipment.

Job Tickets

It is important for print providers to check job tickets for accuracy and for completeness. This may included making sure that the quantity is correct, the paper information is accurate, and that any PANTONE colors that will be used for spot colors are exact. Finishing instructions, packaging, and shipping requirements should be checked. Special instructions must be written thoroughly in order to avoid any confusion when the job is printed. Unnecessary delays can be avoided if the information on the job ticket is accurate.

Working With Your Print Provider

The print provider must be supplied with the proper files, images, graphics, and fonts. Guidelines should be setup between the customer and the printer so that files are prepared in software programs that are used by both. The customer and printer must also have compatible systems for proper file transfer. The bottom line is that good communication between the customer and the service bureau and/or print provider is essential to ensure that the print project is accurately completed.

Software

Even with the knowledge and expertise of the service bureau and the print provider, preflight checking generally includes software tools to assist in the process. The software can check for errors in a file before processing. The file is flagged for potential problems that would prevent it from being processed at the RIP. The problem areas are all identified, which makes the preflighting much more efficient. Preflight software can be used by the print buyer as well as the print provider to assist in eliminating errors. Some of the companies that provide preflight software are listed below.