Monday, 12 June 2017

Document archiving benefits - An analysis

Though there are countless document archiving benefits, still a lot of companies stay reluctant towards the same. It is actually the process of archiving documents not being used actively and transferring them to another separate storage. By doing so, you enjoy several advantages from functionality and security perspectives.

Document archiving

Data archiving - Overall synopsis 

Data archives typically store older files that companies are not currently using; such files however can contain vital information and may be needed for reference during auditing or for any other similar purposes in future. 

Data archiving that are structured properly and are formed with a DMS are normally indexed which means files in archive could be accessed and searched easily, whenever there is a need for it . Even if both are document management solutions, creating backup and archiving files are two different things. Usually, backups have copies of needed files and in the event of any file damage, misplacement or loss, backup database facilitates restoration. On the other hand, archives have older files which are not active but still needed for everyday processes completion

How document archiving helps in ensuring safety?

Online document archiving services are enjoying huger demands these days and one of the main reasons for it is the security factor associated with it. Archived files are read-only and this virtually means that you can retrieve information through members in your organization without carrying out any alterations that may lead to eventual file deletions. By making use of read-only archive, data loss risk is minimized and archives modifications is prevents for ensuring regulatory compliance.

It is possible to access data archive readily as far as the permission level utilized is appropriate. You can create different levels for accessing which can be provided specifically to different members of your company. Using such a system makes sure that all your vulnerable information is kept absolutely safe.  When you archive documents, legal compliance is achieved. Based on the specifics of organization, it is most of the times legally mandatory to maintain documents archives for some time. Chances of legal consequences can be averted with perfect document scanning solutions. 

Extra perks of document archiving

Besides data security, there are several other benefits of embracing various document archiving techniques.  By archiving, operational files get easily accessible for your employees. Having a huge database with a pile of irrelevant files none is using currently can create a lot of headache. So, having a great document management system is always advisable. You can easily access data needed for everyday business activities when you move older files into separate archives. 

When you opt for a solution online, archive will be easier to use. The upside with this is that good internet connection and adequate permission is enough for someone to have access to archived files. For the companies with several offices or having employees traveling a lot, online archiving is recommended. 

With this, data volume to be backed up regularly significantly reduces.  With smaller set of data, performance in regard of restoring and backing up is immensely elevated. The only thing is that you have to follow data archiving best practices. 

As your business grows, data that you need to deal with on a day to day basis keeps on increasing uncontrollably. The right time to start development of a data archiving strategy is well ahead of the point when you start incurring damages owing to cluttered database. 

Getting the right people to help you out with document archiving too is very crucial. 

Wednesday, 10 May 2017

Digital and Traditional Prepress: comparison. Which is the way ahead?

Before getting into the scrutiny of differences between traditional prepress and digital prepress, let us define and explore the process of prepress.  The process of getting a document ready for printing is referred to by the term prepress. Based on the type of the method adopted and the document being printed, the tasks included in the process of prepress can greatly vary. With the advance in technology, the very meaning of the process has significantly changed.

Under normal circumstances, the below mentioned tasks are involved in prepress;
Document typesetting 
Paper selection 
Bleed Settings 

Why is prepress necessary?

Once a document is created by a designer, it usually undergoes a review process in order to ensure that the document follows the vision that he/she had while creating the same. During the process, it is quite possible that he/she updates various elements of the document such the font, color and image to meet the vision he/she had in the first place. Even after this stage, the copy must undergo the process to ensure that the document stays true to the previous vision and would take all the necessary steps to keep it in compliance with his/her vision. Prepress companies in India before committing discuss in detail with the author and keep a check on all the aforesaid factors. 

The transition from the traditional prepress to the digital prepress

It would have been quite impossible for most of the professionals of the current generation to work in the printing and publishing industry before the birth of desktop publishing. It could be interesting to understand that there always was an extensive industry that almost did everything the digital press is currently doing, when it comes to printing and publishing. The advances in technology ushered in a new era of technology-driven printing which forced the traditional printing industry to get replaced.
Though desktop publishing made its presence felt in the early 1980s, it has expanded impeccably towards the end of the 21st century changing the way many people have looked at the printing and publishing industry, forever.

During the older times, larger commercial enterprises employed numerous skilled professionals to carry out various specific tasks expertly maneuvering various specific tools designed to cater to very specific tasks in the larger printing affair. However, technology has changed everything making it possible for a single person to take care of the entire process of printing.

The transition from the traditional prepress to the digital prepress

This is in fact a fascinating question to consider, while the answer to this question is quite interesting as well, owing to the fact that they are as different as cheese and chalk. Let us consider;


This is where both the traditional and digital prepress process agrees with each other when it comes the process of design with the only difference is the technologies used by them.  Irrespective of the system, the design can be created either by a designer or a group of individuals who have interest in the final printed material.


In traditional prepress the type specifications and the input –texts are provided by the designer to the typesetter. Along with various other elements, the type is placed upon the paste-up board by a paste-up technician.

When it comes to digital prepress, there is only the designer who relies upon various software programs to carry out these activities all by himself/herself, who has full control over all these elements.


In traditional premedia, various photographic techniques are relied upon to process the image to the desired format to print. FPO boxes are kept on the paste-up board to represent the position of the image.

In digital prepress all the image editing activities are carried out with the help of an image editing software. After the image is edited to the desired level, it can be placed onto the file for the final print.

File Preparation

In the case of traditional prepress, all the necessary details are used upon the paste-up board, after which photograph of the same is taken using a camera to produce negatives. The negatives are taken by a stripper and assembled onto a flat or sheet. The sheet is then imposed and transformed into the desired plates. The plates are then used to print it onto the paper.

In the digital premedia all the details are placed onto the publication. Then, a camera ready digital file is prepared. Others tasks including the imposition is done with the help of a software program.


In the case of traditional prepress, pages are proofread carefully once they are printed. Upon finding an error, new negatives are created and carefully replaced in the original copy. Companies offering professional proofreading services implement a wide variety of techniques including reverse proofreading. Once that is done, new plates are created without errors and the pages are printed.
When it comes to digital prepress, interim copies of the pages can be printed as much as needed to check for errors before the production of negatives, plates and the desired output.

When it comes to the traditional prepress, the steps included are;

There may be the same processes in digital prepress; there may be the inclusion of the process of getting the output to the film directly from the digital file.

With digital prepress solutions soaring to become more digital and all the more flexible, it is quite natural that it certainly is the way ahead. It is quite convenient, simple and does not require a lot of human resource of with specific skills to carry out various tasks. The fact that printing tools and materials have become easy to get and affordable only adds to the scenarios that digital prepress is here to stay.

Whatever prepress and typesetting requirements you have, hire only the best and proven people to get expected level of results. 

Thursday, 5 January 2017

Best among professional typesetting tips

A lot of professional typesetting tips are there that you hear too often from people in the industry. However, few are there about which even the best professionals are least aware of. For typesetting your copy in the best manner, a lot of factors needs consideration. Even psychology analysis of targets help. 

To make a copy legible and enticing for your readers, typesetting doubtlessly plays a crucial role. Tracking back a copy for making it fit into a single page can make the whole thing appear untidy and illegible which should not happen. Some of the least discussed but effective digital typesetting rules are brought together here.

Similarity of words

In case if unfamiliar words or complex concepts are being illustrated with writing, it is advisable to make the tracking reasonably wider. Understanding of unfamiliar words and the speed of reading are affected adversely when they are shrunk. Typesetting companies keep this mind and provide enough space in such a context. 

Text size

The latest studies made in visual science, the typefaces spacing by default is just big enough for removing letter crowding impact. This is not so when the type sizes are smaller. To maintain clarity of letters and to ensure easier comprehension of words for reduced typefaces, wider tracking is suggested; it is one of the mandatory typesetting rules when typeface is below 12 pt.

For larger sizes, readability of words as well as comprehension are enhanced by wider tracking. Science explains the reason of the same as lesser crowding in retinal display and lesser struggle in visual cortex of brain for understanding process.


Serifs are capable of carrying eye’s horizontal line long the reading path facilitating easier reading. When shrunk, the readability is affected and the characters appears to merge. By this, quick identification of letters is hindered and comprehension process is decelerated. Because of the said reason, with condensed spacing, serif fonts are affected more than the sans serif fonts. So, typesetting design should be done while keeping this factor also in mind.


The perception behind reading process always have a preference for inputs at a continuous pace. Eyes of a reader subconsciously and involuntarily adapts to its conduct and arrangements to get familiarised to different word tracking as well as text rhythm.

Typography should ideally be focused towards constructing text layout for hooking the attention of reader and facilitating a rhythmic and regular eye movement and pace. For complementing the said rhythm, text justified left is preferred. Also be careful when it comes to line widows and orphans, rivers of white, dirty edges and hanging quotes.

Also read more about typesetting process.

A typesetting service provider should have professionals who are not just technically sound. An expert in the niche should be creatively inclined and must be able to get into the reader’s shoes and analyse the readability matters critically. Countless companies claim to offer unsurpassed class of superior typesetting services in India. As aforesaid, it is not a cup of tea for all. So, make your selection carefully.