HELPFUL HINTS ON THE EFFECTIVE SUPPLY OF INSERTS AND MAILING DATA

An increasingly important, and sometimes overlooked part of the production process is the need to ensure that the data supplied to enable the magazine to be mailed directly from our factory is formatted correctly.

The key to ensuring that the magazine is delivered efficiently, and to avoiding any last minute hitches at the end of the production schedule, is checking that the mailing data is supplied in the correct format and is accompanied by all relevant insert information.

Here below is some essential information that, if followed, will help avoid any problems occurring during distribution through the Royal Mail system:

The following represents the ideal layout for data files used for inkjetting and mailing of magazines:

The address columns B to G are fairly flexible and any information can be inserted in to these. If there is a post code this should ideally appear in column H. If the address is overseas then the country can appear in column G if necessary. If there are more than 8 lines in the address then some fields may need concatenating to stay within the constraints of the file format.

Post code, country and postal town, each of these must appear in a field on its own. If this criteria is not met then it will have an impact on the press-stream sortation of the data resulting in a greater number of unsorted addresses.

Customers are requested to send the same layout for all issues and not deviate from the layout unless previously arranged with ourselves. Unfortunately extra charges may be incurred if deviating from this layout.

Customers should always send all data files for a job in the same layout and not mix layouts or file types. For example if ASCII text file 1 has 10 fields with a number of copies in field 10 then all other files for the job should be ASCII text files and have 10 fields with a number of copies in field 10. If we are required to carry out any reformatting of data files to make them match the master file then an extra charge will be incurred.

If any customer arranges for data to be sent to us from one or more external sources then it is the responsibility of the customer to ensure that the data is in the same format for all issues. If we have to carry out re-formatting to any data files sent from external sources then an extra charge will also be incurred.

Data files can be sent in any delimited format i.e. CSV (Character Separated Value), CDT (Comma Delimited Text), or separated by any other character such as a backslash (\) or pipe (|) or by TAB. We are also able to accept data files in Access, Excel, Lotus 123 or Approach format.

It would be helpful if a print order or print run figure showing the quantity expected to post is included with the mailing data. (This will enable us to make the necessary comparison and contact customers should any anomalies occur.)

Date Files/E-Mails are required to be in the computer room 3 working days prior to the due date of delivery of the publication. If a customer requests changes to the data after the due date this may well effect the posting process and extra charges could be incurred. Please remember all insert information needs to accompany the data files as the weight of inserts are crucial to the press-stream sortation.

Customers, sending the data by E-Mail must contact the production controller to advise them that they have sent the data. If the customer fails to advise the Production Controller then the job could be delayed.

Further information on the effective supply of inserts and mailing data for the efficient despatch of magazines can be obtained by contacting our production or sales departments.