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ITD print shop saves department operations time, money

A computer installed with modern graphic and pagination software can make a desktop publisher out of about anyone. But a document assembled on a computer needs the press, trim and binding services of a place like the ITD print shop before it becomes a publication.

The ITD print shop recently introduced some of its tools at an open hose in Boise, showing how it turns computer-created documents into publications for mass distribution.

Nearly 75 people took short tours to learn more about the sheet-fed presses and high-speed copiers the department’s print shop uses and the additional services it provides.

ITD has its own print shop because the department provides a steady supply of publications for distribution by the Division of Motor Vehicles and other division operations across Idaho. The print shop is able to meet these publication needs at costs far below those charged by commercial print operators.

“We are not only less costly than commercial printers, but our customers can often receive printing projects the same day or by the next day,” said Gail Grenz, printing services coordinator.

She encourages people who may be unsure of whether their publication needs can be met by the print shop to contact her or one of the staff members. “We can tell you if and when we can do them,” she said.

Grenz advises people to make sure they put the correct charge codes on print orders to help speed publications along.

“If you are unsure about the paperwork, check with your administrative assistants,” she said.

Also, any form found in the ITD Intranet’s Form Finder that requires printing must be approved by Bobbi Lamb who will then pass the job on to the print shop, Grenz added.

Printshop services provided
High-speed black-and-white printing up to 11 inches by 17 inches and utilizing one additional highlight color can take place on one of two Xerox Docutech printers at a cost of 1.5 cents per printed side.

Full-color publications can be produced on one of two Konica-Minolta printers capable of printing up to 12 inches by 18 inches at 40 pages per minute. Those printers also can fold, saddle stitch (staple) and three-hole-punch at the same time. Average cost is 12 cents per printed side.

If a lot of scanning is needed, a Xerox Freeflow scanner system can process from 40 to 65 items per minute, or 20 items per minute duplexed, for high-speed print production on the Docutech printers.

Traditional offset (sheet-fed) printing is still available for ultra-fine resolution and critical color work but requires a longer turnaround time and costs a little more money because of charges for negatives and printing plates. This press is generally used for NCR forms and color maps.

The print shop operates several high-speed folding machines capable of folding single sheets of paper into many types of folds for forms, brochures and letters. Finishing and binding available include plastic comb binding, plastic spiral binding, stapling and tape binding.

For specialized print orders and bulk packaging, the print shop can provide PVC shrink-wrapping.

Additional services the print shop provides include bulk mail merges, envelope stuffing, bulk postage mailing and in-house duplication of CDs and DVDs.

Currently, there is no charge for the duplication of discs but a planned switch to color laser printed labels will incur a six-cent per disc charge. The small charge will allow faster duplication and labeling than current ink-jet printable discs and lower supply costs.

Document delivery guidelines
“We prefer electronic delivery of documents for processing,” said Grenz. “This means if the document originated as a Microsoft Word document, PDF (Portable Document File) or graphic, we would like to receive it that way instead of as a printed hard copy.”

Electronic copies reduce processing and turnaround time. Documents also can be archived for future printing. The documents usually are archived as a PDF to prevent information or formatting changes.

The print shop can accept documents through e-mail, off CDs or DVDs and USB drives, and by way of network shared drives and Web address downloads. While the print shop can work from hard copies, quality may not be as good and production time increases.

Finally, every print job should have a completed ITD-1042 Print Order form accompanying it. “We cannot complete a print order without it,” Grenz said. The print order form is available on the department’s Intranet Form Finder.

“Please use a blank form for each order,” she said. “This eliminates printing instructions from prior orders being left on a form and causing an incorrect job being completed.”

Photos: (Top to bottom) Cleaning an offset press prior to a new press run is an essential task for Terry Crist. Darryl Foster monitors an offset - or sheet-fed - press run. Marcus Jacobsen adds the finishing touch to a collated document. High-speed color printers require the computer talents of Ian Adams. Manager Gail Grenz helps keep publication projects moving efficiently through the print shop.