[PrintShare] Unique form numbering/previous job look up

[Douglas Sandoz]

simon,
interesting system. does this mean your prepress department overwrites each
version every time there is a revision? what happens when a customer wants
to revert to an older version of a form (say from 3 years ago) that has been
revised a couple of times.

doug

----- Original Message ----- 
From: "Simon Sheers" <ssheers at sheergraphics.com>
To: <printshare at printweb.org>
Sent: Wednesday, June 13, 2007 11:31 AM
Subject: Re: [PrintShare] Unique form numbering/previous job look up


> *** This is a PrintShare List Message ***
>
> We do not file job bags by date, nor by invoice number, nor customer,
> nor by computer generated job number. Doing so will force you to
> continually refer back to a previous issue's job bag or invoice. We
> keep everything in ONE place, we never have to search through a
> multitude of computer generated/numbered files, folders and accounting
> files. It's all searched by this unique, constant, permanent 'ID'
> number.
>
> Every item we print has a permanent ID number. A totally new item,
> never printed before, will require a new ID number. This ID number is
> separate from the estimating system's computer generated 'Job Number'.
> Each issue and re-issue of an item still retains this permanent ID,
> although each issue has a new computer generated 'Job Number'.
>
> In PrintPoint, we search for job ID number by Customer/ Item
> Description. This ID number is on the plate bag, on the art files in
> the pre-press computers, on previous issues of the job, on the purchase
> orders related to a particular job, and on the accounting history
> files. In the pre-press department's server, we file by the same
> Customer/ ID number. Within one customer's folder will be found folders
> for logos and other customer related art files. Also in the one
> customer's folder are subfolders, labelled with this ID number,
> containing art files pertaining to that job only.
>
> By this permanent ID number, we find jobs and related art files in the
> pre-press computers, find the estimates and job tickets, find the costs
> and selling prices in our accounting system, and find the plate bags in
> our storage racks.
>
> In 28 years this permanent ID method has made finding all job related
> information very easy, and has virtually eliminated the printing of an
> outdated version. (That only happened when the plate bag, upon a repeat
> job with changes, was not purged of outdated film and plates.)
>
> To find a particular file:
> Customer
> Sort by Item Description e.g letterhead
> Job Name e.g. 1234 L/H Chicago Address
>
> The plate bag, the invoice, and all the job specific artwork files will
> always have the prefix '1234', which is this same permanent ID number.
>
> Within the 'Customer' folder in our artwork file server, there will be
> a folder with all their logos, all their templates, and all their
> individual job files. Individual job files will typically have their
> own sub-folder named '1234 L/H Chicago Address' and intermediate
> working files, stored in the sub-folder, always start with this
> permanent number style '1234'.
>
> Everything, but everything revolves around this permanent ID number. It
> also helps us consistently price the same product sold to different
> customers for different perceived values.
>
>
> Please reply to Simon Sheers at:
> <ssheers at sheergraphics.com>
>
> Sheer Graphics Inc.
> 47 Chestnut Avenue,
> Westmont, IL 60559-1127
> Tel: (630) 654-4422
> <http://www.sheergraphics.com>
> Printing the message . . . and a whole lot more
>
>
> > Does anyone have a unique system for numbering forms they are
> > typesetting
> > for customers along with a system for organizing them?
> >
> > Years ago i started labeling business forms as follows:
> >
> > For new forms:
> >
> > Form AP032804-348
> >
> > AP for Andrepont Printing followed by the date and time. (we sometimes
> > get 2
> > or 3 forms in a single day for the same customer, the time makes them
> > different)
> >
> > If it was reordered with changes then it would be modified like this,
> >
> > Form AP032804-348-R0605
> >
> > The R0605 means it was revised in June of 2005
> >
> >
> > 20 years ago we had a book with form numbers in it that had to be kept
> > up.
> > The above system eliminated the book.
> >
> >
> > Since then our art dept. started to put the job/invoice number
> > (currently a
> > 5 digit number) next to the left of my form number from above. Every
> > time a
> > job is reordered they are changing the invoice numbers AND my date.
> >
> >
> > I am hoping someone has a better way than this. Please share if you do.
> >
> > Douglas Sandoz
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